Sales Administration Assistant

POSITION SUMMARY

The Sales Administration Assistant supports the sales operations of a residential homebuilding company by managing contract accuracy, sales reporting, competitor intelligence, website content, and marketing coordination. This role ensures timely, accurate information flow across sales, marketing, and leadership to drive informed decision-making and operational efficiency.

ESSENTIAL DUTIES & RESPONSIBILITIES

Contract Administration

Review all sales contracts and addenda for accuracy, completeness, and compliance with company standards prior to execution.

Review and approve closing disclosure statements (HUDs) for accuracy prior to closing.

Track contract status from ratification through closing, flagging discrepancies or missing documentation.

Coordinate with the closing manager and title company to ensure contract packages are complete and timely.

Sales Reporting & Accountability

Collect weekly sales reports from all sales representatives in advance of the Monday sales meeting.

Prepare and distribute weekly sales reports every Monday, ensuring data accuracy and consistency.

Send reminders to sales representatives to submit required data on schedule.

Maintain and update sales tracking dashboards and pipeline reports as directed.

CRM Coordination

Coordinate with the CRM lead to ensure accurate reporting flow within HubSpot.

Pull and distribute CRM reports to sales leadership and relevant stakeholders as needed.

Market Intelligence

Monitor competitor pricing, incentives, floor plans, and product trends on a recurring basis.

Compile competitive analysis summaries and present findings to leadership and sales teams.

Marketing & Events Coordination

Track upcoming sales events and coordinate logistics with the marketing team.

Manage and update sales-related content on the company website, including pricing, community details, floor plans, and available inventory.

Support marketing initiatives related to sales promotions, open houses, and community launches.

Coordinate with our Marketing Team any needed information for flyer update, brochures, etc.

Sales Meeting & Leadership Support

Support the weekly Monday sales meeting by preparing agendas, materials, and follow-up action items.

Track action items to completion and provide status updates to sales leadership.

QUALIFICATIONS

Required:

Minimum 2 years of experience in sales administration, contract management, or a related support role, preferably in residential construction or real estate.

Strong attention to detail with the ability to review and process contracts accurately.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and CRM platforms (HubSpot preferred).

Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.

Strong written and verbal communication skills.

Self-starter with the ability to work independently and hold others accountable to deadlines.

Preferred:

Experience in residential new construction homebuilding.

Familiarity with homebuilder ERP systems (e.g., Newstar).

Experience with competitive market analysis using MLS or similar data sources.

Knowledge of website content management systems.

WORK ENVIRONMENT

This is an in-office position. Schedule is Monday through Thursday, 7:00 AM to 4:30 PM, and Friday, 7:00 AM to 12:00 PM. Occasional travel to communities, model homes, or event locations may be required.