Sales Administrator

Position Summary

The Sales Administrator plays a critical role in supporting the Sales team within a dynamic new home building environment. This position is responsible for ensuring the accuracy, timeliness, and organization of sales operations, marketing coordination, and reporting processes. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities in a fast-paced setting.

Key Responsibilities

• Maintain and organize contract related documents and templates for all communities
• Assist with HOA document management (in coordination with Land team)
• Maintain and update pricing trackers (spec pricing, lot premiums, releases)
• Assist in resetting terminated contracts (documentation tracking)
• Coordinate and track spec home cleanings and readiness for marketing/photos
• Maintain digital maps for sales, operations, and starts teams
• Track daily sales traffic and prospect data to ensure up-to-date reporting
• Generate and compile top prospect and performance reports for the Director/VP of Sales & Marketing, as needed
• Utilize HubSpot (CRM) reporting system, reviewing for inconsistencies and communicating with Sales leadership where opportunities may exist
• Support the preparation of new community strategy memos and new community summit presentations, including data collection and presentation materials
• Maintain, update, and submit new listings for inclusion in MLS
• Ensure MLS listings are accurate and current within 24 hours of updates
• Update pricing on website community pages and monitor and update website inventory to reflect current availability and product offerings
• Track and organize CMA submissions and documentation
• Assist in coordinating sales meetings, marketing/community events, and training sessions for New Home Advisors
• Provide general administrative and operational support to the sales and marketing team as needed
• Collaborate with Area Sales Manager and Marketing Manager on signage needs
• Coordinate installation timelines with signage installers for large-format signage
• Procure, distribute and maintain signage permits (where applicable)
• Maintain inventory of all temporary signage (T-stakes, A-frames, inserts, etc.)
• Conduct periodic signage audits to ensure proper placement and brand consistency
• Coordinate, upload, maintain, and audit photos for completed homes on website and MLS
• Upload and organize marketing assets, such as photos, videos, renderings, and brochures
• Assist with email campaigns (lists, scheduling, QA) and landing page setup
• Maintain sales office collateral (digital physical)
• Coordinate logistics for grand openings and realtor events
• Assist in the development and maintenance of marketing calendars, ensuring alignment with community launches and campaigns
  
  

Qualifications

• Required: High School diploma or GED
• Preferred: Bachelor's Degree in Marketing, Business, or related field
• Required: At least two years' relevant experience
• Proficiency with CRM systems and Microsoft Office Suite (Excel, Word, PowerPoint)
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• Familiarity with MLS systems and real estate processes is preferred
  
  

Incentives & Benefits

• Discretionary bonus
• Paid vacation
• 401k with match & profit sharing
• Benefits (medical, dental, vision, life insurance)
• Employee discount on a Hakes Brothers home