New Home Sales Administrator

Who we are

From its beginning, Treasure Hill has earned its reputation for exceptional design and high-quality construction. From four homes in the first year to developing and building over 15,000 homes by the 20th year, Treasure Hill has been recognized for excellence both within the industry and within the marketplace. Collaboration is at the heart of everything we do. It's the foundation for our most innovative ideas, the key to delivering exceptional customer experiences, and the reason our homes consistently exceed expectations. The Treasure Hill team is a well-coordinated force fueled by diverse expertise, mutual respect, and a shared drive to overcome challenges and push creative boundaries. We are Team Treasure Hill; committed, connected, and building with purpose.

Overview

We are seeking a highly organized and client-focused New Home Sales Administrator to join our team. This role is essential in supporting the sales process of new home developments, ensuring smooth communication between clients, sales teams, agents and head office. This position offers an opportunity to be part of a company dedicated to delivering exceptional customer service and quality homes.

Key Duties and Responsibilities

• Greet and assist clients, Realtors, and visitors in a professional manner.
• Draft, Prepare and review Agreements of Purchase and Sale, along with all related sales documentation, to ensure accuracy, compliance, and error-free completion.
• Answer phone calls and direct inquiries to the appropriate team members.
• Handle incoming and outgoing correspondence, including emails and mail.
• Check voicemail and new email correspondence daily, respond or assign as necessary.
• 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.
• Maintain a clean and organized reception area.
• Ensure the smooth operation of sales events, open houses, and broker previews by coordinating supplies.
• 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.
• Organize and maintain office supplies and inventory.
• 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.
• Ensure the maintenance and upkeep of all purchaser files with duties including filling, typing, copying, scanning in both digital and sales systems.
• 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.
• Record all delinquent payments and attempts made to rectify missed payments
• Ensure compliance with company policies and procedures.
• Maintain proper record-keeping of site/file specific administrative and sales-related documents.
• Prepare and process broker referral agreements.
• 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.
• Maintain organized digital and physical deal files for audit and compliance purposes.

Requirements/Qualifications

• Highly organized with strong attention to detail.
• Ability to work in a fast-paced environment and manage priorities effectively.
• Strong communication skills and professional interpersonal presence.
• Proficient in Microsoft Office (Word, Excel, Outlook), Adobe PDF, DocuSign.
• Ability to handle confidential information with discretion and professionalism.
• Strong organizational skills with multitasking abilities and willingness to take initiative beyond core duties.
• Experience in customer service, CRM and pre-construction sales management systems such as New Star considered an asset.
• Access to a vehicle to travel to different locations across the GTA as needed.
• Available to work extended hours during sales launches, evenings and weekends is a must.
• Detail oriented self-starter with a high level of organizational and time management skills.

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.
• Experience with various CRM and Sales Management software for pre-construction such as New Star (An asset)

Education

• Bachelor's degree in business administration or related field.
• 1 or more years of experience in an administrative role, preferably in real estate development.

Job Type: Full-time

Pay: From $50,000.00 per year

Work Location: In person