New Development Sales Administrator

**Company Overview**

Austin Birch combines sales and marketing expertise with an in-depth awareness of the Toronto Pre-Construction landscape. We deliver an integrated approach encompassing comprehensive in-house research, design and product development, marketing, and sales.

**Job description**

The Sales Administrator provides support for internal and external client relations. Considerable judgment and initiative are required in organizing routines and handling confidential information and data. This position is best suited to a detail-oriented individual who possesses a self-motivating attitude and enjoys working both independently and as part of a dynamic team.
Utilizing established procedures, the administrator manages the day-to-day administrative operations for high-rise condominium projects, generating sales reports and summaries on a daily and weekly basis. They liaise with the sales team, project managers, developers, lawyers, purchasers, agents and prepare required reports and information. Other duties include coordination of project commencement including office set up, creation of electronic databases for record keeping and file set up, preparation of agreements of purchase and sale, sales reports, due diligence packages and traffic reports.

**Tasks include**:

- Manage the sales setup and operation of all condo sales offices inclusive of securing printers, computers, stocking supplies etc. Collaborate with IT and sales operations.
- Manage all sales administrative tasks as it relates to the portfolio. This includes collaboration with Legal in the development of the Agreement of Purchase and Sale and condominium documents, review of all sales documents throughout the sales cycle, coordinating execution of Agreements and creation of all sales related templates.
- Oversee third party sales companies in the completion of sales administrative functions and sales reporting.
- Greet and welcome clients as they walk into the sales centre
- Complete sales documents, amendments
- Manage collection of deposits, mortgage pre-approvals and lawyer information.
- Produce and distribute project related communications to purchasers.
- Process and record cheques and mortgage approvals
- Writing and verifying co-op letters
- Prepare paperwork for offers, including Agreements of Purchase and Sale, amendments, commission letters etc.
- Process and track rescissions and extensions
- Prepare distribution and deliver copies of every document in an organized manner to the builder’s office and/or the lawyers office
- Prepare the agreement to co-operate for outside agents, ensuring the commission percent is correct
- Maintain accurate sales files and copies of everything pertaining to each transaction both electronically and physically
- Record all pertinent information for each transaction and manage the Price List and Closing Coordinating sales events by preparing marketing materials, RSVPs, and other prep work as may be required
- Report on sales to always reflect current project status
- Follow up with Purchaser/Agents for any outstanding cheques and mortgage pre-approvals.
- Track and implement price increases
- Prepare and send the daily and weekly report including sales and traffic summaries
- Liaise with purchasers, lawyers, head office, and other parties pertaining to the project
- Maintain services (internet, printers, touch screen tv’s, info package inserts)
- Ensure an adequate supply of marketing materials, legal documents, office supplies, and report/facilitate any other site items including deficiencies in the sales office and model suites
- Coordinating with the developer as required to fulfill any requests they may require
- Organizing price lists and marketing floor plans for inventory packages
- Other administrative duties as required
- Travel required in the GTA

**Qualifications**
- Minimum 1 year work experience in office administration or real estate sales
- Working in pre-construction site administration is an asset
- Customer service and agent relations
- Strong verbal and written communication skills
- Advanced computer proficiency in Microsoft Office products, especially Excel, Word and PowerPoint
- Ability to learn and train staff on sales and presentation software systems
- Excellent multi-tasking and time management skills required
- Detail oriented self-starter with a high level of organizational skills
- Exceptional interpersonal skills
- Able to prioritize tasks and work in a high paced environment
- Strong work ethic with the ability to deal with confidential data in a discreet and professional manner
- Able to manage and thrive in a dynamic, fast-paced work environment
- During launch periods, hours may fall outside of regular business hours, and schedule flexibility is required, including being available on evenings and weekends.

**Job Type**:

- Full-time

**Salary**: $50,000.00-$70,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- Paid