Real Estate Administration and Sales Assistant

**Position Overview**:
RAD Marketing is seeking a hard-working, customer service-oriented individual to join our team as a New Home Sales Administrator & Resale Deal Administrator for various pre-construction development sales offices resale brokerage operations across the GTA. This role is ideal for a detail-oriented professional who thrives in a dynamic, fast-paced environment and is passionate about delivering exceptional service. Reporting to the Director of Administration and Operations, the Administrator plays a pivotal role in coordinating administrative tasks and ensuring the seamless execution of pre-construction and resale sales & marketing activities. Acting as a key liaison between developers, sales teams, legal firms, brokerages and prospective buyers, this individual supports the successful launch and day-to-day operations of new home projects and resale transactions.
- Full-Time _
- Regular Work Hours: 11am-6pm on weekdays, 11am-5pm on weekends_

**Key Responsibilities**:

- Greet and assist clients, Realtors, and visitors in a professional manner.
- Document all visitor interactions, ensuring new guests complete a registration form or provide broker business cards, and accurately enter all information into the CRM system
- Answer phone calls and direct inquiries to the appropriate team members.
- Maintain a clean and organized reception area.
- Coordinate the setup and maintenance of sales office environments, including technology (i.e. touchscreens, TVs, phone lines, etc.), signage (ex. A-frame or door signage), and promotional materials.
- Ensure the smooth operation of sales events, open houses, and broker previews by coordinating supplies, and catering.
- Act as a point of contact for inquiries from buyers, brokers, and other stakeholders (legal, developer, administrative), providing accurate and timely information.
- Daily summary coordination and reporting preparation and distribution to appropriate contacts.
- Assist the Sales Team with paperwork, client files, and data entry.
- Manage appointment scheduling and maintain sales meeting calendars.
- Organize and maintain office supplies and inventory.
- Assist to take minutes for internal meetings
- Ensure all equipment and inventory meets company requirements ex: scheduling service call, etc.
- Manage and prepare /maintain the master report, Pricing Summary, and weekly report and distribution to appropriate contacts.
- Assisting other team member with overflow of work including word processing, data entry and research as needed (Competitor analysis and reporting, Search for developer and agent contact information)
- Ensure the maintenance and upkeep of all purchaser files with duties including filling, typing, copying, scanning in both digital and sales systems.
- Review Marketing floor plan & Schedule A against architectural plans to confirm accuracy.
- Coordinate with developers to manage project pricing and incentive changes and communicate these updates to the sales team.
- Prepare and distribute marketing materials, brochures, and promotional content.
- Support sales representatives in processing client documents and contracts.
- Maintain an organized database of prospective and current buyers.
- Follow up with clients regarding required paperwork or outstanding information such as Deposit, mortgage pre-approval, lawyer info, etc.
- Able to provide a brief presentation of the project to clients (as needed).
- Record all delinquent payments and attempts made to rectify missed payments
- Coordinate office logistics and ensure efficient workflow.
- Ensure compliance with company policies and procedures.
- Maintain proper record-keeping of administrative and sales-related documents.
- Available to work extended hours during sales event and weekends is a must.
- Prepare and process resale transaction documents including Listing Agreements, Buyer Representation Agreements, Offers, Amendments, and Waivers.
- Ensure all documents are complete, compliant, and submitted in accordance with brokerage policies and RECO regulations.
- Liaise with agents to collect missing documentation and ensure timely submission of deals.
- Input and maintain accurate deal data in brokerage CRM and transaction management systems.
- Coordinate with accounting to ensure commission disbursements and deal reconciliation.
- Track conditional dates and follow up on outstanding conditions (e.g., financing, home inspection, status certificate review).
- Maintain organized digital and physical deal files for audit and compliance purposes.
- Assist with onboarding new agents, including document collection, system setup, and training on brokerage procedures.
- Support the Broker of Record and management team with administrative tasks related to agent compliance and deal oversight.
- Detail oriented self-starter with a high level of organizational and time management skills.
- Strong organizational and multitasking abilities and willing to go beyond their day-to-day duti