Sales Administrator (Pre-Construction)

Company Description Harbour Marketing is a specialized pre-construction sales and marketing agency focused on helping real estate developers achieve strong project performance from concept through completion. With over two decades of industry experience, the team provides strategic consulting across the entire development life cycle, including land acquisition, pricing, branding, and sales planning. The agency is driven by a passion for innovation and consistently aims to deliver record-breaking results for clients. Harbour Marketing is committed to aligning with client goals, exceeding expectations, and building long-term partnerships based on shared success.

Key Duties and Responsibilities

• Draft, prepare and review Agreements of Purchase and Sale, schedules, amendments

along with all related sales documentation, to ensure accuracy, compliance, and error-free

completion.

• Support Sales Team in processing client documents and contracts.

• Track conditional dates and follow up on outstanding conditions.

• Input and maintain accurate deal data in company CRM and transaction management

systems.

• Ensure the maintenance and upkeep of all purchaser files with duties including filling,

typing, copying, scanning in both digital and sales systems.

• Manage and prepare /maintain the master sheet, deal summary and distribution to

appropriate contacts.

• Assist the Sales Team with paperwork, client files, and data entry.

• Assist the Sales Team with follow up with agents/ clients regarding required paperwork

or outstanding information such as Deposit, mortgage pre-approval, lawyer info, etc.

• Prepare and process broker referral agreements.

• Coordinate with accounting to ensure commission payments and deal reconciliation.

• Maintain proper record-keeping of site/file specific administrative and sales-related

documents.

• Prepare and maintain up-to-date marketing materials such as price and incentive lists,

available floorplans, fact sheet, etc. as per inquiry of Sales Team.

• Ensure the smooth operation of sales events and broker previews by coordinating

supplies.

• Handle incoming and outgoing correspondence, including emails and mail.

• Check 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.

• Act as a point of contact for inquiries from buyers, brokers, and other stakeholders (legal,

developer, administrative), providing accurate and timely information.• Organize and maintain office supplies and inventory.

• Assisting other team member with overflow of work including word processing, data

entry and research as needed.

• Ensure compliance with company policies and procedures.

Qualifications

• Highly organized and detail-oriented, with strong time management and prioritization

skills.

• Ability to work effectively in a fast-paced environment while managing multiple tasks

and competing priorities.

• Excellent communication skills with a professional and personable approach to working

with clients, colleagues, and business partners.

• Proficient in Microsoft Office (Word, Excel, Outlook), Adobe PDF, DocuSign and Canva.

• Demonstrated ability to handle confidential and sensitive information with discretion and

professionalism.

• Self-motivated and proactive, with the ability to work independently and take initiative

beyond core responsibilities when required.

• Previous experience in customer service, CRM, and pre-construction sales management

systems is considered an asset.

• Valid access to a vehicle and the ability to travel to various locations across the GTA as required.