Sales Administrative Assistant

Richcraft; Ottawa; On-site; CAD 50,000 - 55,000; Full time

Benefits offered by this job

Generous health and dental plan

Group retirement planning with company

Employee wellness program

Referral program

Employee assistance program

Long-term employment

Growth opportunities

Job summary

Richcraft Homes is seeking a Sales Administrative Assistant to join the Ottawa head office. You will provide administrative support to the Sales Team, organize documentation, and assist with home sales from agreement through closing, including co-broker coordination and communications with internal departments and external brokerages.

You will manage deposits, track purchaser requirements, prepare statements, and maintain accuracy and confidentiality while delivering exceptional service to

Qualifications

• Postsecondary education in Business Administration, Office Administration, or related field preferred.
• Minimum of two years administrative experience, preferably in residential construction, homebuilding, real estate, or sales administration.
• Experience working with contracts, sales documentation, and databases is considered an asset.

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.
• 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.
• Maintain accurate records while handling confidential customer and company information with discretion.

Skills

Customer service

Communication

Organization

Time management

Attention to detail

Teamwork

Confidentiality

Independence

Education

Postsecondary education in Business Administration/Office Administration

Tools

Microsoft Office Suite

Job description

Salary Range: $50,000.00 To $55,000.00 Annually

Location: Head Office

Who We Are

Richcraft Homes is a renowned, successful Ottawa Real Estate Corporation with more than a 40-year history in home and high-rise construction, land acquisition and development, multiple joint venture projects, and residential and commercial income property management.

Richcraft's purpose is to provide a distinctive, sought-after product that delivers value and award-winning designs, with a commitment to customer satisfaction that surpasses every expectation. At Richcraft, we are purpose-inspired, detail-oriented, and driven.

Why Richcraft?

Richcraft strives to provide a high-quality, professional work environment that fosters personal and professional growth. Innovation, integrity, craftsmanship, and community are at the forefront of everything we do. We have always maintained an unwavering commitment to our people, our communities, and our homeowners. At Richcraft, we feel privileged to build dream homes for our clients.

Benefits

• Generous Health and Dental Plan
• Group Retirement Planning with Company Match
• Employee Wellness Program
• Referral Program
• Employee Assistance Program
• Long-Term Employment
• Opportunities for Growth

The Role

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, 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.

• Customer Service Skills
• Administrative Support
• Communication Skills
• Organization and Time Management
• Attention to Detail
• Teamwork and Collaboration
• Flexibility and Adaptability
• Confidentiality and Professionalism

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.
• 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 requested information to third parties
• Maintain accurate records while handling confidential customer and company information with discretion.
• Provide general administrative support to the Sales Department as required.

Qualifications

• Postsecondary education in Business Administration, Office Administration, or 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.

Skills and Abilities

• 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.

Vacancy Type: New Role

Our recruitment process is fair and transparent. We use an AI tool only for the initial screening to match resumes with job requirements. All interviews and final hiring decisions are made by the hiring manager and our HR team. AI does not make any hiring decisions.

Richcraft Homes is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and provide an accessible candidate experience. If you require accommodation during the application or interview process, please contact us and we will work with you to meet your needs.