Sales Administrative Assistant

Richcraft Homes Ltd•Ottawa, ON

6d•CA$50,000 - CA$55,000•Onsite

About The Position

The Sales Administrative Assistant will be an integral member of the Sales Team, providing administrative support throughout the new home sales process. This position plays a key role in coordinating sales documentation, supporting home closings, maintaining inventory and pricing information, managing co-broker transactions, and ensuring exceptional service for both internal teams and purchasers. The successful candidate will support the Sales Team by preparing and maintaining accurate documentation, monitoring purchaser requirements, coordinating communication with internal departments and external brokerages, and assisting with the administration of home sales from agreement execution through closing. Working collaboratively with the Sales Team, this role will contribute to maintaining an organized, efficient, and customer-focused Sales Department while delivering exceptional service to Richcraft homeowners.

Requirements

Postsecondary education in Business Administration, Office Administration, or a related field preferred.
Minimum of two (2) years of administrative experience, preferably in residential construction, homebuilding, real estate, or sales administration.
Experience working with contracts, sales documentation, and databases is considered an asset.
Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and Adobe Acrobat.
Experience working with contracts, agreements, and sales documentation.
Strong organizational and time management skills.
Exceptional attention to detail and accuracy.
Excellent written and verbal communication skills.
Strong customer service and interpersonal skills.
Ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
Ability to maintain confidentiality and exercise sound judgment.
Ability to work independently while contributing effectively within a collaborative team environment.

Responsibilities

Prepare and organize customer deposits and supporting sales documentation.
Process co-broke agreements, including coordinating invoices with brokerage offices.
Prepare initial Statements of Adjustments for home sales transactions.
Scan, distribute, organize, and maintain Agreements of Purchase and Sale, amendments, addendums, and related documentation.
Monitor daily home closings and communicate important updates to internal departments.
Track outstanding purchaser requirements, including mortgage approvals, deposits, and other required documentation.
Send weekly reminders regarding upcoming deadlines and outstanding purchaser requirements.
Update website inventory and pricing information as required.
Gather competitor pricing information and assist with maintaining market reports.
Answer incoming telephone calls and direct inquiries to the appropriate team members.
Coordinate communication between internal departments, Sales Representatives, external brokerages, and purchasers.
Coordinate client appreciation gifts and other departmental administrative activities.
Assist with document scanning, filing, archiving, and records management.
Prepare and submit required pricing and condominium information to Statistics Canada.
Maintain accurate records while handling confidential customer and company information with discretion.
Provide general administrative support to the Sales Department as required.