Sales Coordinator

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Position Summary
The Sales Coordinator 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

High School diploma or GED

Bachelor's Degree in Marketing, Business, or related field (preferred)

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

Benefits

Paid vacation

401k with match & profit sharing

Employee discount on a Hakes Brothers home

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