Reporting to the President and CEO, the Sales Coordinator is a guest-facing, detail-driven role that supports the day-to-day execution of sales and leasing activity across GMC’s active projects.
This role blends front-of-house client engagement with behind-the-scenes administration and marketing support. From welcoming prospective buyers at the presentation centre and following up with registrants, to preparing contract documentation, maintaining sales reporting, and keeping sales materials and displays current, the Sales Coordinator helps ensure every touchpoint is accurate, polished, and on-brand. The ideal candidate is organized, personable, and thrives on precision and follow-through in a fast-paced sales and leasing environment.
All functions and responsibilities are performed in accordance with GMC’s values and standards.
Growth & Development
GMC Projects is committed to developing talent from within. This role is a 1-year contract however with demonstrated performance, the Sales Coordinator may progress into longer term employment and more senior roles as the organization continues to grow. The position offers significant opportunity for professional growth, increased responsibility, and exposure to some of the best projects in our region.
Guest Experience & Sales Support
· Welcome and host prospective buyers and visitors at the presentation centre, ensuring every guest has an exceptional, professional experience.
· Respond to incoming registrations, emails, and phone inquiries promptly and in alignment with GMC’s core values.
· Proactively prospect, qualify, and follow up with registrants and leads to support buyer engagement, absorption, and conversion.
· Manage registrant follow-up processes to optimize client satisfaction throughout the sales journey.
· Conduct floor, display home, and site presentations for prospective clients, providing accurate project, pricing, and availability information.
· Support the sales team during appointments, sales launches, VIP events, and project milestone activities.
· Maintain presentation spaces and display homes, ensuring brand and presentation standards are upheld at all times.
Leasing Support
· Support the execution of leasing campaigns across GMC’s active rental projects, in line with departmental strategies.
· Conduct onsite showings and manage prospective tenant inquiries and follow-up to support lease-up absorption.
· Prepare, coordinate, and track lease agreements and related documentation, ensuring accuracy and compliance with building regulations and applicable legislation.
· Support tenant move-in coordination and maintain accurate leasing records and tracking reports.
Contract & Sales Administration
· Prepare, distribute, and track contract documentation including offers, amendments, addenda, and disclosure statements, ensuring accuracy and completeness at every stage.
· Coordinate DocuSign workflows for contract execution, maintaining organized and audit-ready digital and physical files.
· Review contracts for accuracy, consistency, and outstanding items, flagging discrepancies and action items to the CEO.
· Ensure contracts are progressed accurately, with subjects removed, deposits received, and all addenda and paperwork in order.
· Support deposit tracking, ensuring all required deposits are received, recorded, and processed appropriately.
· Liaise with realtors, lawyers, notaries, and other external parties to support the contract administration process.
· Develop, manage, and organize all physical and digital contract files in accordance with GMC’s internal guidelines.
Marketing & Sales Material Support
· Package, assemble, and replenish sales kits, presentation materials, and collateral, keeping inventory current and well-stocked.
· Update the presentation centre touch screen, digital displays, and printed price lists as pricing and availability change.
· Maintain and update sales templates, including feature sheets, contract packages, and buyer correspondence.
· Coordinate with the marketing team and consultants to ensure all guest-facing materials are accurate, current, and on-brand.
· Support the rollout of marketing campaigns, events, and project launches as required.
Reporting & Systems
· Prepare and distribute weekly sales reports, summaries, and availability updates for the sales team and leadership.
· Maintain and update the Master Spreadsheet, sales tracking reports, and competitive analysis, ensuring data integrity at all times.
· Administer Spark CRM, entering and maintaining leads, registrations, and buyer records, and ensuring data accuracy across all sales activity.
· Conduct regular CRM and file audits for precision, completeness, and accuracy.
· Champion the proficient use of all technical platforms including Spark CRM, Buildium, and DocuSign.
Team & Project Support
· Provide administrative and coordination support to the sales team during key project milestones, sales launches, and closeouts.
· Attend relevant internal and external meetings, preparing materials and documenting minutes and action items.
· Assist with project staging setup, logistics, and furniture inventory as required.
· Additional related duties within the sales, leasing, and warranty functions as required.
Skills & Competencies
· Exceptional attention to detail and a methodical, process-driven approach to work.
· Excellent interpersonal and relationship-building skills, with a warm, professional, guest-focused manner.
· Strong written and verbal communication skills.
· Strong organizational skills with proven ability to manage multiple priorities and deadlines simultaneously.
· Comfortable working both independently, with minimal supervision, and as part of a team.
· Strong proficiency in DocuSign, Adobe Acrobat and Microsoft Excel.
· Familiarity with CRM platforms, Spark CRM preferred.
· Comfort preparing sales and marketing materials and updating digital displays and price lists.
· Ability to manage a high volume of documents and time-sensitive workloads without sacrificing accuracy.
· Discreet and professional in handling sensitive client and contract information.
· Knowledge of the local sales and leasing market.
· Familiarity with real estate contracts and conveyancing processes is an asset.
· Effective decision-making and adaptability under time constraints.
· Customer service and sales experience considered an asset.
· Positive work ethic, punctuality, and a willingness to work weekends as required by the sales schedule.
Success in this Role
· Exceptional Guest Experience: Every prospective buyer and visitor is welcomed and supported with warmth, professionalism, and accurate information at each touchpoint.
· Operational Accuracy: Contract documentation, files, and records are precise, complete, and audit-ready at every stage of the project lifecycle.
· Reliable Reporting: Weekly sales reports, the Master Spreadsheet, and CRM data are consistently accurate, timely, and trusted by the team and leadership.
· Polished Materials: Sales collateral, presentation displays, touch screens, and price lists are always current, accurate, and on-brand.
· Dependable Support: The sales team can rely on consistent, well-organized coordination during launches, milestones, and day-to-day operations.
Qualifications
· 2–4 years of experience in sales coordination, sales support, contract administration, or a relevant administrative role.
· Experience in real estate, development, or a related industry is strongly preferred.
· Diploma or degree in Business Administration, Marketing, Real Estate, or a related field.
· Must not be licensed under the Real Estate Services Act.
Compensation & Benefits
· 1-year contract salary range based on experience ($50,000 to $65,000).
· Performance bonus eligible, tied to sales and project performance.
· Extended health, dental, and vision benefits.
· Tuesday through Saturday work schedule, in office and at the presentation centre, or as otherwise determined per sales and project needs.
Pay: $50,000.00-$65,000.00 per year
Benefits:
Ability to commute/relocate:
- Victoria, BC: reliably commute or plan to relocate before starting work (required)
Experience:
- Sales leadership / admin (contract): 2 years (required)
Language:
- Fluent English (required)
Location:
Work Location: In person
