Sales Administrator

June 28 2019
Industries Real Estate
Categories Sales, Business Development, Administrative, Clerical, Administrative assistant
Ottawa, ON

Why join Minto?

Minto is an award-winning integrated real estate development, construction and property management company that has proudly created healthy communities and innovative places for people to live, work and play for over 60 years. Our business is comprised of four entities (Minto Communities Management Inc., Minto Communities Florida, Minto Properties Inc., Minto Group Corporate Office) with operations in major cities spanning across Canada and the United States. As we continue to evolve and grow, we believe in hiring the best people who are as committed to creating incredible experiences for our customers as we are. In turn, we offer incredible benefits and career growth for our employees including a competitive total rewards package, Minto Learning Centre courses, tuition reimbursement, flexible summer hours in many locations and much more. Join Minto to find out how you can be a part of it all!


The Sales Administrator is responsible for all administrative duties to support the Sales Representative and to provide an ultimate Customer Experience for all Minto customers.

Key Responsibilities and Accountabilities:

  • Answer telephones and inquiries, handing off to Sales Reps for Sales-related issues;
  • Welcome and greet all visitors to the sales centre; quickly acknowledge customers’ presence and hand off to Sales Rep;
  • Prepare sales documents including the Agreement of Purchase and Sale (APS) prior to scheduled appointment;
  • Review all sales files for accuracy; return to sales representative for correction as required; final review and process of sales file to Head Office;
  • Maintain and update monthly sales register;
  • Assist with entering data from contact cards into database, checking for previous registration for broker and Minto referrals, advising of issues for sales representatives to follow-up with broker/customer when required;
  • Maintain & update marketing and sales reports as required;
  • Order and maintain Marketing and Sales materials;
  • Conduct inspections to ensure sales centre & models are always kept neat & clean, ensuring all decorated areas are also in order; report any concerns accordingly (weekly);
  • Prepare amendments for sales representatives’ follow-up with customer;
  • Prepare & maintain specific reports for Sales Office advising of outstanding items to be addressed;
  • Maintain filing system and inventory of office supplies;
  • Maintain local competition database with direct comparison to Minto (monthly);
  • Attend and participate in sales meetings;
  • Write meeting minutes as required;
  • Take initiative to improve processes and solve problems;
  • Assist in scheduling appointments for sales representatives when required;
  • Assist in entering data in traffic form when required;
  • Support management and sales representatives with administrative and sales related tasks;
  • Assist with the set up of new sales centres at operational level;
  • Other duties within the scope, spirit and purpose of the job, as requested by management


Educational Requirements:

  • High School Diploma or related work experience

Prior Related Experience:

  • Experience in a sales environment preferably real estate or new home


  • Strong knowledge of Microsoft Applications
  • Knowledge of community amenities
  • Knowledge of new home builder products
  • Excellent interpersonal skills and a positive, friendly attitude with customers and the public
  • Works efficiently in a team environment

Minto is an equal opportunity employer committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. Should you require accommodation or support in any aspect of our recruitment and selection process, we will work with you to meet your needs.

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