New Home Sales Administrator | Preconstruction

Location: Caledon, Ontario 

Job Type: Full-Time 

Work Hours: 11:00 AM – 7:00 PM on Weekdays | 11:00 AM – 6:00 PM on Weekends 

Schedule: Full-time, 5 days per week (weekend availability required), with two weekdays off 

Compensation: Starting at $22/hour + Comprehensive Benefits Package

An Exciting New Home Sales Administration Opportunity!

RARE Real Estate is seeking a highly organized, detail-oriented, and personable New Home Sales Administrator to join our team for an exciting new preconstruction community coming to Caledon, Ontario.

This opportunity offers the chance to play an integral role in the day-to-day operations of a new residential development, supporting the sales team, coordinating important administrative processes, and delivering an exceptional experience to prospective homebuyers and real estate brokers.

We are looking for a proactive, professional, and customer-focused individual who thrives in a fast-paced environment, takes pride in their work, and enjoys being part of a collaborative team.

The Opportunity

As a New Home Sales Administrator, you will play a key role in ensuring the smooth operation of the Sales Gallery while providing essential administrative support throughout the new home sales process.

As the first point of contact for visitors, you will also be responsible for creating a welcoming and professional environment, ensuring purchasers and brokers receive an exceptional first impression of the community and the Developer.

Working closely with our Sales Management Team, Sales Representatives, and Developer, you will help maintain organized sales operations, accurate documentation, and a seamless purchaser experience.

What You'll Be Doing

Sales Administration & Documentation

• Prepare Agreements of Purchase and Sale (APS) and related documentation based on instructions from the sales team.
• Maintain organized and confidential digital lot files and purchaser records for all sold homes.
• Track and coordinate purchaser deposits, ensuring timely processing and accurate recordkeeping.
• Maintain current inventory records, including lot availability, pricing updates, incentives, and new releases.
• Collect and maintain purchaser information in accordance with FINTRAC requirements.
• Track outstanding payments and follow-up activities.
• Collect, review, and organize mortgage documentation in accordance with developer requirements.

Sales Gallery Operations & Client Experience

• Welcome and engage prospective purchasers, real estate brokers, and visitors at the Sales Gallery.
• Ensure all visitors are properly registered and relevant purchaser and broker information is accurately collected.
• Monitor incoming calls, voicemail, and email correspondence, responding to or directing inquiries appropriately.
• Maintain the overall presentation, cleanliness, and organization of the Sales Gallery and model homes.
• Coordinate office supplies, marketing materials, welcome gifts, and closing gifts.
• Maintain and track Sales Gallery and model home deficiency lists.
• Assist with the planning and execution of community launches, broker previews, open houses, and promotional events.
• Support daily opening and closing procedures for the Sales Gallery and model homes.

Reporting, CRM & Systems Management

• Prepare and distribute daily and weekly sales reports, traffic summaries, and administrative updates.
• Maintain accurate purchaser, broker, and sales activity records within CRM and internal tracking systems.
• Utilize sales administration platforms such as SalesXpress, Newstar, or similar systems to manage documentation and reporting.
• Ensure information is accurate, organized, and readily accessible to the sales team and developer.

Sales Team & Developer Coordination

• Provide ongoing administrative support to Sales Representatives and Sales Management.
• Communicate pricing changes, incentives, inventory updates, and project information to the sales team.
• Coordinate with developer representatives regarding documentation, purchaser requirements, and operational updates.
• Attend internal sales and marketing meetings and assist with follow-up items.
• Respond to general purchaser and broker inquiries while maintaining a high standard of professionalism.
• Assist with online inquiries and social media engagement when required.

What We're Looking For

Qualifications & Experience

• Minimum 2+ years of administrative experience, preferably within real estate, new home sales, or a related industry.
• Excellent verbal and written communication skills in English are mandatory. Candidates must demonstrate a high level of fluency and proficiency in English, with the ability to communicate clearly, professionally, and effectively with clients, colleagues, and industry partners.
• Experience working with a residential home builder or in a preconstruction sales environment is considered an asset.
• High school diploma required; post-secondary education in business administration, sales, marketing, or a related field is preferred.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Experience using CRM platforms and digital administrative systems.
• Familiarity with builder sales platforms such as SalesXpress or Newstar is an asset.
• Bilingualism in English and French is considered an asset.

Skills & Attributes

• Highly organized, detail-oriented, and capable of managing multiple priorities.
• Excellent written and verbal communication skills.
• Professional, polished, and welcoming with a strong customer-service mindset.
• Proactive, dependable, and able to work independently while contributing to a team environment.
• Strong problem-solving skills and the ability to adapt in a fast-paced sales setting.
• Comfortable handling confidential purchaser information and important sales documentation.
• Tech-savvy with the ability to quickly learn new systems and processes.
• A positive, collaborative attitude and willingness to support the team wherever needed.

Work Schedule & Availability

This is a full-time, on-site position supporting a new preconstruction community in Caledon.

• Flexibility to work weekdays, weekends, and occasional evenings is required.
• Ability to assist with special events, community launches, and occasional coverage at other sales locations.
• Reliable transportation may be required for off-site events or sales centre visits.
• Occasional construction site visits may be required, with appropriate safety equipment.
• The role involves regular computer-based administrative work.

If you're a highly organized, motivated, and customer-focused individual who enjoys supporting a team, managing important details, and creating exceptional client experiences, we'd love to hear from you!

• Apply today through Indeed to join the RARE Real Estate team and be part of an exciting new community in Caledon.