New Home Sales Administrator

Job Description

<p><em>Full-Time</em></p><p><em>Regular work hours: 11am-6pm on weekdays, 11am-5pm on weekends</em></p><p> </p><p><strong>Position Overview</strong></p><p>The New Home Sales Administrator plays a pivotal role within our team, responsible for coordinating administrative tasks and ensuring the seamless operation of preconstruction sales and marketing activities. This individual acts as a bridge between developers, sales teams, legal firms, and prospective buyers, supporting the successful launch and execution of new home projects.</p><p><br></p><p><strong>Key Responsibilities</strong></p><p><em>Administrative Support</em></p><ul><li>Maintain and update digital files of all purchased units.</li><li>Prepare agreements of purchase and sale and amendment documents in accordance with directions received from the sales team.</li><li>Manage and organize project documentation, including sales agreements, purchaser information, pricing updates, and marketing collateral with a high degree of confidentiality.</li><li>Maintain an accurate inventory of available units, ensuring information is consistently updated and communicated to the sales team.</li><li>Prepare and distribute daily/weekly sales and traffic reports to developers and internal stakeholders.</li><li>Track and manage deposits, ensuring timely processing and compliance with company and developer policies.</li></ul><p><br></p><p><em>Sales Office Operations</em></p><ul><li>Greet incoming traffic promptly and courteously, documenting all visitors (new and repeat) and having all new guests fill in a registration form or collecting broker business cards.</li><li>Check voicemail and new email correspondence daily, respond or assign as necessary.</li><li>Coordinate the setup and maintenance of sales office environments, including technology, signage (ex. A-frames or door signage), and promotional materials.</li><li>Ensure the smooth operation of sales events, open houses, and broker previews by coordinating supplies, catering and staff support.</li><li>Act as a point of contact for inquiries from buyers, brokers, and other stakeholders (legal, developer, administrative), providing accurate and timely information.</li></ul><p><br></p><p><em>Developer and Client Liaison</em></p><ul><li>Serve as the primary point of contact between the agency and developer clients, ensuring all project requirements are met.</li><li>Coordinate with developers to manage project pricing and incentive changes and communicate these updates to the sales team.</li><li>Support client relationships by delivering exceptional customer service and addressing concerns promptly.</li><li>Attend virtual meetings with the sales and marketing teams and communicate any updates, issues, and questions.</li></ul><p><br></p><p><em>Compliance and Reporting</em></p><ul><li>Monitor and ensure adherence to preconstruction and sales regulations, including deposit handling and buyer documentation.</li><li>Generate reports to track sales performance and project milestones with a high degree of accuracy.</li><li>Collect and maintain up to date records of all purchaser information according to FINTRAC requirements.</li><li>Record all delinquent payments and attempts made to rectify missed payments.</li><li>Collect and review all mortgage documents to ensure they meet requirements.</li></ul><p><br></p><p><em>General Support</em></p><ul><li>Handle general office duties, including ordering supplies and managing correspondence.</li></ul><p><br></p><p><strong>Qualifications</strong></p><p>Experience and Education</p><ul><li>1+ years of administrative experience, preferably in real estate, sales, or a related field.</li><li>Knowledge of the preconstruction and new home sales process is an asset.</li><li>High school diploma required; post-secondary education in business administration, real estate, or a related field is preferred.</li><li>Must live within a <strong>30-minute radius</strong> of the sales site.</li></ul><p><br></p><p>Skills and Competencies</p><ul><li>Exceptional organizational and multitasking skills, with the ability to prioritize effectively.</li><li>Strong written and verbal communication skills.</li><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and CRM systems.</li><li>Attention to detail and a high level of accuracy in all tasks.</li><li>Professional demeanor with a client-focused approach.</li></ul><p><br></p><p><strong>Other Requirements</strong></p><ul><li>Flexibility to work weekends and evenings</li><li>Reliable transportation to attend off-site sales centers or events</li></ul><p><br></p><p><strong>Compensation</strong></p><p>Competitive rates, starting at $20.00/hour</p><p>Comprehensive benefits package</p><p><br></p><p>Job Type: Full-time</p><p>Pay: From $20.00 per hour</p><p><br></p><p>Benefits:</p><ul><li>Company events</li><li>Dental care</li><li>Extended health care</li><li>Flexible schedule</li><li>On-site parking</li><li>Paid time off</li><li>Vision care</li></ul><p><br></p><p>Education:</p><ul><li>Secondary School (required)</li></ul><p><br></p><p>Work Location: In person</p>