Sales Operations Support Administrator
ON TOP OF THE WORLD COMMUNITIES LLC, Ocala, FL, United States
Sales Operations Support Administrator
The Sales Operations Support Administrator provides comprehensive administrative, operational, and analytical support to the Sales Leadership team while serving as a key coordination point between Sales, Marketing, Homebuilding, Finance, and other operational departments. This role plays a critical part in supporting new home development initiatives, sales operations, and cross-department collaboration by managing reporting, coordinating departmental activities, maintaining CRM and sales systems, and ensuring the efficient execution of sales and marketing strategies. The position requires a highly organized, detail-oriented professional with strong communication, reporting, and project coordination skills who can manage multiple priorities while supporting leadership and driving operational efficiency within the new home sales process. Essential Duties and Responsibilities The following statements describe the principal functions of this position and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Administrative & Operational Support Provide comprehensive administrative support to Sales Leadership including calendar management, meeting coordination, correspondence, and preparation of reports and presentations. Coordinate and schedule department meetings, leadership reviews, and sales meetings including agendas, materials, presentations, and follow-up communications. Prepare internal communications including memos, meeting notices, agendas, and departmental updates. Maintain accurate records and documentation related to sales, contracts, and departmental activities. Assist with the coordination and execution of departmental initiatives, events, sales contests, team recognition programs, and company functions. Manage office operations including supplies, vendor coordination, maintenance requests, and administrative logistics for sales offices and model centers. Serve as a point of contact for operational issues and assist in resolving administrative or office needs that arise in the sales environment. Represent the Sales and Marketing department at company safety meetings and assist with preparing safety presentations when required. Sales Operations & Reporting Maintain and manage sales data within CRM and sales management systems. Generate and distribute weekly, monthly, and quarterly sales and marketing reports to leadership. Track sales performance metrics, key performance indicators (KPIs), and sales objectives. Create and maintain tracking systems for sales performance, cancellations, and other operational metrics. Conduct analysis of sales data to identify trends, opportunities, and areas for operational improvement. Prepare cancellation reports and performance summaries for leadership review. Assist with forecasting, budgeting, and sales projections as needed. Support the preparation of performance reviews and sales associate KPI reporting. Cross-Department Collaboration Work closely with Sales, Marketing, Construction, Finance, Warranty, Customer Service, and Property Management teams to support the overall homebuilding and sales process. Assist in coordinating new neighborhood launches, product releases, and marketing initiatives. Serve as a liaison between internal departments to ensure accurate communication and timely execution of initiatives. Prepare and submit marketing request forms and track completion of marketing deliverables. Participate in cross-functional meetings and provide operational support for collaborative initiatives. Maintain regular communication with internal teams to ensure alignment on sales initiatives and development timelines. Sales Systems & Data Management Serve as a resource and system administrator for CRM and sales management software. Maintain accuracy of sales pricing, lot premiums, base pricing, and incentives within applicable systems. Monitor and maintain CRM data accuracy and ensure timely data entry. Generate reports, manage documentation, and assist in maintaining database integrity. Support the development of training materials or presentations related to sales systems and processes. Provide troubleshooting and support to sales team members regarding system use and reporting. Process Improvement & Strategic Support Identify opportunities to improve operational efficiency and streamline administrative and sales processes. Gather feedback from team members and leadership to support continuous improvement initiatives. Assist leadership with planning and executing strategic sales initiatives. Provide insights and recommendations based on sales metrics and operational data. Qualifications Education & Experience High School Diploma required; Associate's Degree preferred Minimum 2 years of administrative experience in sales, marketing, real estate, or related fields preferred Experience supporting sales operations, reporting, or CRM systems Experience in real estate, homebuilding, mortgage, or closing environments strongly preferred Customer service experience preferred Property management or construction industry exposure is beneficial Skills & Knowledge Strong administrative and organizational skills with the ability to manage multiple priorities Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Experience with CRM and sales management systems Strong data analysis and reporting capabilities using Excel and other applicable systems Excellent written and verbal communication skills High attention to detail and accuracy Ability to collaborate effectively across departments Strong problem-solving and decision-making abilities Ability to meet deadlines in a fast-paced environment Personal Attributes Strong interpersonal and relationship-building skills High level of integrity and professionalism Self-motivated and dependable Detail-oriented and highly organized Positive, proactive team player Strong work ethic and commitment to excellence
The Sales Operations Support Administrator provides comprehensive administrative, operational, and analytical support to the Sales Leadership team while serving as a key coordination point between Sales, Marketing, Homebuilding, Finance, and other operational departments. This role plays a critical part in supporting new home development initiatives, sales operations, and cross-department collaboration by managing reporting, coordinating departmental activities, maintaining CRM and sales systems, and ensuring the efficient execution of sales and marketing strategies. The position requires a highly organized, detail-oriented professional with strong communication, reporting, and project coordination skills who can manage multiple priorities while supporting leadership and driving operational efficiency within the new home sales process. Essential Duties and Responsibilities The following statements describe the principal functions of this position and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Administrative & Operational Support Provide comprehensive administrative support to Sales Leadership including calendar management, meeting coordination, correspondence, and preparation of reports and presentations. Coordinate and schedule department meetings, leadership reviews, and sales meetings including agendas, materials, presentations, and follow-up communications. Prepare internal communications including memos, meeting notices, agendas, and departmental updates. Maintain accurate records and documentation related to sales, contracts, and departmental activities. Assist with the coordination and execution of departmental initiatives, events, sales contests, team recognition programs, and company functions. Manage office operations including supplies, vendor coordination, maintenance requests, and administrative logistics for sales offices and model centers. Serve as a point of contact for operational issues and assist in resolving administrative or office needs that arise in the sales environment. Represent the Sales and Marketing department at company safety meetings and assist with preparing safety presentations when required. Sales Operations & Reporting Maintain and manage sales data within CRM and sales management systems. Generate and distribute weekly, monthly, and quarterly sales and marketing reports to leadership. Track sales performance metrics, key performance indicators (KPIs), and sales objectives. Create and maintain tracking systems for sales performance, cancellations, and other operational metrics. Conduct analysis of sales data to identify trends, opportunities, and areas for operational improvement. Prepare cancellation reports and performance summaries for leadership review. Assist with forecasting, budgeting, and sales projections as needed. Support the preparation of performance reviews and sales associate KPI reporting. Cross-Department Collaboration Work closely with Sales, Marketing, Construction, Finance, Warranty, Customer Service, and Property Management teams to support the overall homebuilding and sales process. Assist in coordinating new neighborhood launches, product releases, and marketing initiatives. Serve as a liaison between internal departments to ensure accurate communication and timely execution of initiatives. Prepare and submit marketing request forms and track completion of marketing deliverables. Participate in cross-functional meetings and provide operational support for collaborative initiatives. Maintain regular communication with internal teams to ensure alignment on sales initiatives and development timelines. Sales Systems & Data Management Serve as a resource and system administrator for CRM and sales management software. Maintain accuracy of sales pricing, lot premiums, base pricing, and incentives within applicable systems. Monitor and maintain CRM data accuracy and ensure timely data entry. Generate reports, manage documentation, and assist in maintaining database integrity. Support the development of training materials or presentations related to sales systems and processes. Provide troubleshooting and support to sales team members regarding system use and reporting. Process Improvement & Strategic Support Identify opportunities to improve operational efficiency and streamline administrative and sales processes. Gather feedback from team members and leadership to support continuous improvement initiatives. Assist leadership with planning and executing strategic sales initiatives. Provide insights and recommendations based on sales metrics and operational data. Qualifications Education & Experience High School Diploma required; Associate's Degree preferred Minimum 2 years of administrative experience in sales, marketing, real estate, or related fields preferred Experience supporting sales operations, reporting, or CRM systems Experience in real estate, homebuilding, mortgage, or closing environments strongly preferred Customer service experience preferred Property management or construction industry exposure is beneficial Skills & Knowledge Strong administrative and organizational skills with the ability to manage multiple priorities Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Experience with CRM and sales management systems Strong data analysis and reporting capabilities using Excel and other applicable systems Excellent written and verbal communication skills High attention to detail and accuracy Ability to collaborate effectively across departments Strong problem-solving and decision-making abilities Ability to meet deadlines in a fast-paced environment Personal Attributes Strong interpersonal and relationship-building skills High level of integrity and professionalism Self-motivated and dependable Detail-oriented and highly organized Positive, proactive team player Strong work ethic and commitment to excellence