Position Overview
The New Home Sales Administrator plays a key role in supporting the day-to-day operations of a pre-construction sales office. This position is responsible for coordinating administrative processes, managing documentation, and assisting the sales team to ensure the smooth execution of new home sales activities.
As the first point of contact for visitors, this role is front-facing and plays an important part in shaping the purchaser and broker experience. The successful candidate will create a welcoming and professional environment while ensuring visitors are properly registered and directed, helping to deliver a positive first impression of the developer they are representing.
This role requires exceptional organization, strong attention to detail, and a professional, customer-focused approach.
Key Responsibilities:
Administrative & Sales Support
- Prepare Agreements of Purchase and Sale and related documentation based on instructions from the sales team.
- Maintain digital Lot files and purchaser records for all sold units, ensuring documentation is complete, organized, and confidential.
- Track and manage deposits, ensuring timely processing and compliance with developer and company policies.
- Maintain accurate inventory records, including lot availability, pricing updates, and new releases, ensuring updates are communicated to the sales team.
- Collect and maintain purchaser information in accordance with FINTRAC requirements.
- Record and track delinquent payments and follow-up attempts.
- Collect and review mortgage documentation to ensure compliance with required guidelines.
Sales Office Operations
- Serve as the first point of contact for all visitors to the sales office, greeting purchasers and brokers professionally and ensuring a welcoming and positive first impression.
- Register all visitors accurately, ensuring new guests complete registration forms and broker information is collected when applicable.
- Monitor voicemail and incoming email correspondence, responding to or directing inquiries appropriately.
- Maintain the presentation and organization of the sales center, including signage, marketing collateral, and display materials.
- Order and maintain inventory of office supplies, marketing materials, welcome gifts, and closing gifts.
- Maintain sales office and model home deficiency lists.
- Assist with the coordination and execution of sales events, broker previews, open houses, and promotional activities.
- Help create a professional and welcoming sales environment that reflects the quality of the builder brand and enhances the purchaser experience.
- Open and close the sales center and model homes as required.
Reporting & Systems Management
- Prepare and distribute daily and weekly sales and traffic reports for internal teams and developer stakeholders.
- Maintain and update CRM systems and internal sales tracking tools, ensuring accurate data entry and reporting.
- Utilize centralized ERP and sales systems (such as SalesXpress or similar platforms) to manage sales documentation and reporting.
Client & Developer Communication
- Serve as a point of contact for general inquiries from purchasers, brokers, and other stakeholders.
- Coordinate with developers regarding pricing changes, incentives, and project updates, and communicating relevant information to the sales team.
- Attend internal sales and marketing meetings and communicate updates, issues, and questions as required.
- Respond to general online inquiries and assist with managing comments or reviews on social media platforms when required.
General Administrative Duties
- Perform general administrative and office coordination duties as required to support the sales team and maintain smooth day-to-day operations.
Qualifications:
Experience & Education
- 2+ years of administrative experience, preferably within real estate, new home sales, or a related field.
- Experience working with a residential home builder or pre-construction sales environment is considered an asset.
- Post-secondary education in business administration, sales, marketing, or a related field preferred.
- High school diploma required.
Skills & Competencies
- Exceptional organizational and multitasking skills with the ability to prioritize effectively.
- Strong written and verbal communication skills.
- High level of attention to detail and accuracy.
- Professional demeanor with a client-focused approach.
- Ability to work in a fast-paced sales environment.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM systems.
- Experience with builder ERP or sales systems (such as Newstar and SalesXpress) is considered an asset.
- Bilingual (English/French) considered an asset.
Working Conditions
- Extended periods of working at a computer may be required.
- Occasional visits to construction sites may be required; appropriate protective equipment may be necessary.
- Flexibility to work evenings and weekends is required.
- Reliable transportation may be required to attend off-site sales centers or events.
Compensation & Benefits
- Competitive hourly compensation starting at $20/hour
- Comprehensive benefits package
Job Type: Full-time
Pay: From $20.00 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Application question(s):
- What city are you located in?
- Are you willing to work both weekend days? (2 days off during week in lieu)
Education:
- Secondary School (required)
Work Location: In person
