POSITION OVERVIEW

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.

QUALIFICATIONS

Experience and Education

• 1+ years of administrative experience, preferably in real estate, sales, or a related field.
• Knowledge of the preconstruction and new home sales process is an asset.
• High school diploma required; post-secondary education in business administration, real estate, or a related field is preferred.
• Reside within 30 minute drive to office.

Skills and Competencies

• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and CRM systems.
• Attention to detail and a high level of accuracy in all tasks.
• Professional demeanor with a client-focused approach.

OTHER REQUIREMENTS

• Flexibility to work weekends and evenings
• Reliable transportation to attend off-site sales centers or events

Administrative Support

• Maintain and update digital files of all purchased units.
• Prepare agreements of purchase and sale and amendment documents in accordance with directions received from the sales team.
• Manage and organize project documentation, including sales agreements, purchaser information, pricing updates, and marketing collateral with a high degree of confidentiality.
• Maintain an accurate inventory of available units, ensuring information is consistently updated and communicated to the sales team.
• Prepare and distribute daily/weekly sales and traffic reports to developers and internal stakeholders.
• Track and manage deposits, ensuring timely processing and compliance with company and developer policies.

Sales Office Operations

• 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.
• Check voicemail and new email correspondence daily, respond or assign as necessary.
• Coordinate the setup and maintenance of sales office environments, including technology, signage (ex. A-frames or door signage), and promotional materials.
• Ensure the smooth operation of sales events, open houses, and broker previews by coordinating supplies, catering and staff support.
• Act as a point of contact for inquiries from buyers, brokers, and other stakeholders (legal, developer, administrative), providing accurate and timely information.

Developer and Client Liaison

• Serve as the primary point of contact between the agency and developer clients, ensuring all project requirements are met.
• Coordinate with developers to manage project pricing and incentive changes and communicate these updates to the sales team.
• Support client relationships by delivering exceptional customer service and addressing concerns promptly.
• Attend virtual meetings with the sales and marketing teams and communicate any updates, issues, and questions.

Compliance and Reporting

• Monitor and ensure adherence to preconstruction and sales regulations, including deposit handling and buyer documentation.
• Generate reports to track sales performance and project milestones with a high degree of accuracy.
• Collect and maintain up to date records of all purchaser information according to FINTRAC requirements.
• Record all delinquent payments and attempts made to rectify missed payments.
• Collect and review all mortgage documents to ensure they meet requirements.

General Support

• Handle general office duties, including ordering supplies and managing correspondence.