About the Role

We're looking for an organized, personable, and detail-driven Sales & Office Administrator to be the central point of contact for our home buyers from first visit through to closing. You'll wear two hats: driving sales of homes and upgrades, and keeping the administrative engine of our sales process running smoothly. This role suits someone who's equally comfortable building rapport with customers and managing the paperwork, deposits, and coordination that keep deals on track.

Responsibilities

Sales

• Respond to inquiries from prospective homebuyers.
• Conduct model home and community tours
• Sell new homes to prospective buyers, guiding them through models, lot selection, pricing, and availability
• Present and sell upgrades and finishes, helping customers personalize their homes while maximizing upgrade revenue
• Conduct sales presentations and follow up on leads from walk-ins, online inquiries, and marketing campaigns
• Maintain up-to-date knowledge of available inventory, floor plans, pricing, and community features
• Maintain customer relationship management (CRM) records, track sales activity and prepare sales reports

Agreements & Documentation

• Prepare and process Agreements of Purchase and Sale (APS), amendments, and upgrade/change orders accurately
• Ensure all contracts, schedules, and disclosures are complete, signed, and properly filed
• Coordinate execution of agreements and amendments. Prepare change orders, Customer Coordination
• Serve as the main point of contact for buyers, answering questions and providing updates throughout the build
• Manage customer communications, color/finish selection appointments, and milestone updates
• Address concerns promptly and escalate as needed to keep customers informed and confident
• Schedule and manage - Décor appointments, Upgrade meetings, Site visits, Pre-delivery inspections (PDI), Closing appointments addendums, and purchaser amendments.
• Coordinate with the builder's lawyer and buyers' representatives through to closing

Vendor & Internal Coordination

• Coordinate with vendors, trades, designers, and internal teams (construction, accounting) to keep selections and timelines aligned
• Communicate upgrade selections and change orders to the appropriate teams

Records & Deposits

• Maintain accurate records of customer deposits, including tracking receipts, schedules, and outstanding balances
• Ensure deposits are documented and handled in accordance with Tarion/HCRA requirements and company policy
• Keep organized, audit-ready customer and sales files

Office Administration

• Manage day-to-day office administrative tasks, correspondence, and filing
• Maintain CRM/sales records and generate sales and deposit reports as needed
• Support general office operations and other duties as required

Closing & Occupancy Coordination

• Assist with occupancy and closing preparation.
• Coordinate documentation with lawyers, lenders, and purchasers.
• Prepare closing packages and purchaser files.
• Track closing requirements and deadlines.
• Ensure all purchaser records are complete prior to closing.

Qualifications

• 3+ years in new home sales, real estate administration, or a related coordination/administrative role
• Familiarity with Agreements of Purchase and Sale and new home construction processes
• Strong organizational skills with high attention to detail and accuracy in record-keeping
• Excellent customer service and interpersonal communication skills
• Comfortable with sales and upselling in a customer-facing setting
• Proficient with MS Office (Word, Excel, Outlook) and CRM systems
• Ability to manage multiple files and deadlines simultaneously
• Knowledge of Tarion warranty / HCRA processes is an asset

Nice to Have

• Experience in residential homebuilding or a developer's sales office
• Familiarity with deposit trust requirements and new home closing processes
• Background in design/finishes selections or upgrade sales