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. 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 #J-18808-Ljbffr Hakes Brothers