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.
• Check voicemail and new email correspondence daily, respond or assign as necessary.
• 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.
• Handle incoming and outgoing correspondence, including emails and mail.
• 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).
• Follow up calls with Brokerages on recent email campaigns, extend invitation to visit the sales office for an appointment or RSVP for event.

• 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 duties.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Suite, DocuSign
• Ability to work in a fast-paced environment and manage priorities effectively.
• Strong work ethic with the ability to deal with confidential data in a discreet and professional manner.
• Experience with various CRM and Sales Management software for pre-construction such as Avesdo, Blackline or Spark. (An asset)

Job Type: Full-Time

Renumeration: Starting at $20/hr Hourly/Based on experience

Experience:

• Pre-Construction Administration: 1 Year, preferably in real estate, sales or a related field.
• Knowledge of the pre-construction, new home sales process and/or resale is an asset.

Education:

• High school diploma required; post-secondary education in business administration, real estate, or a related field is preferred.

Other Requirements

• Flexibility to work weekends and evenings
• Reliable transportation to attend off-site sales centers or events
• Work Location: In Person

About the Company:

With a team that has over 30 years of combined experience in Real Estate, RAD Marketing is one of the top Sales and Marketing Firms for pre-construction developments in the Greater Toronto Area and Canada. RAD Marketing has sold over $4 billion in pre-construction condo developments in Toronto, Montreal, Vancouver and abroad, totalling more than 15,000 condominium suites: and the team is just getting started. Their unique sales and marketing approach to pre-construction condominiums has led to these developments being high profile sellout successes. A few notable Toronto based RAD Marketing projects include - Aura, Canada's tallest condo at 80 stories; KING Toronto, the iconic project by Westbank and Allied in collaboration with Starchitect, Bjarke Ingels; One Delisle by Slate Asset management, Leaside Common by Gairloch, the Shangri-La Hotel and Residences in Toronto; and the rebranded St Regis Hotel and Residences.

The key to their success has been implementing cutting edge strategies to redefine the execution of sales and marketing for Real Estate, which has allowed for their developer clientele to achieve some of the highest revenue increases when compared to competing projects in the same neighbourhoods. The talented team at RAD Marketing continues to execute on some of the most exciting projects throughout North America - being a driving force behind the evolution of these cities.

Job Type: Full-time

Pay: From $20.00 per hour

Experience:

• Pre-Construction Administration: 2 years (preferred)

Work Location: In person