Sales, Marketing & Leasing Coordinator

Regional Group•Ottawa, ON

4d•CA$64,000 - CA$73,000

About The Position

The Sales, Marketing & Leasing Coordinator plays a key role in supporting the Sales, Marketing, and Leasing teams in achieving high levels of customer satisfaction with excellence in daily administrative support and marketing execution. This position is responsible for customer portal management, Newstar Sales and Enterprise Application administration, and Yardi leasing application administration. The Coordinator ensures brand consistency across all platforms and projects, and manages key sales and leasing reports, agreements, and other related documents.

Requirements

At least 3 years of previous experience in a real estate sales support role.
Working knowledge of real estate sales process and documentation.
Strong MS Office suite skills including Word, Excel, PowerPoint and Outlook.
Ability to efficiently prepare professional PowerPoint(s) for the purpose of presentations.
Strong written and verbal communication skills.
Friendly, engaging, and positive attitude
Highly organized and detail-oriented
People-centric focus: You pursue lifelong learning, actively share new perspectives, empower, and inspire others.
Commitment to Elevate: You set new standards in ways that surprise and delight stakeholders, redefine industry norms and set new benchmarks for success.
Passion: You take pride in your work, overcome obstacles, and constantly seek to be the best.

Responsibilities

Assist with data entry and document organization to prepare unit records for pricing adjustments, ensuring all foundational details are ready and cross-referenced for accuracy before final rental rates are pushed live in Yardi.
Assist with Yardi purchase orders.
Retrieve completed weekly leasing reports from internal servers, consolidate data from all projects into a master report, verify accuracy and completeness, and distribute the final report.
Process sales transactions and manage sales-related activities within the Newstar system.
Coordinate document management and transfer of sales documentation into Newstar.
Maintain and distribute the monthly closing schedule to Legal and Finance teams.
Prepare and upload closing reconciliation documents to SharePoint to support the monthly closing process.
Coordinate with internal teams to ensure all required sales, legal, and design documentation is complete and accurately filed.
Upload and maintain lot binder documentation within Document Manager for internal departments and site teams, reviewing against internal systems (NSS) for accuracy.
Ensure homeowner documentation is accurately synced to Virtuo homeowner filing systems.
Track and coordinate referral and co-broke payments in partnership with Finance and Sales leadership.
Track and record all closings and key releases.
Coordinate the closing gift program, including ordering, payment processing, delivery logistics, distribution of key chains, and maintaining accurate inventory across communities.
Maintain and update website content across active communities and corporate pages, including lot availability, sold homes, and interactive map indicators.
Update starting-from pricing, inventory listings, and promotional bonus information.
Coordinate and publish careers postings, blogs, and community updates to ensure website content remains current and accurate.
Work with the Marketing team on marketing solutions unique to each project’s requirements and provide support for proposal and presentation development.
Track and report on monthly marketing spend against traffic into our sales centers.