New Home Sales Administrator

OverviewThe New Home Sales Administrator plays a pivotal role within our team, responsible for coordinating administrative tasks and ensuring the seamless operation of pre-construction 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.Key ResponsibilitiesAdministrative SupportMaintain 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 requirements.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 (e.g., 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 LiaisonServe 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 ReportingMonitor 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 SupportHandle general office duties, including ordering supplies and managing correspondence.QualificationsExperience and Education2+ 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.Skills and CompetenciesExceptional 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 RequirementsFlexibility to work weekends and eveningsReliable transportation to attend off-site sales centers or eventsCompensationCompetitive rates, starting at $20.00/hourSeniority levelEntry levelEmployment typeFull-timeJob functionSales and Business Development #J-18808-Ljbffr