Sales & Marketing Coordinator

Position Overview The Sales & Marketing Coordinator plays a key role in supporting the sales team and executing marketing initiatives to drive traffic, generate qualified leads, and enhance the customer experience across our new home communities. This position requires a highly organized, detail-oriented individual who can balance sales administration, marketing coordination, digital initiatives, and customer communication in a fast-paced homebuilding environment. Key Responsibilities Sales Support: * Maintain and update CRM and lead management systems to ensure accurate and timely data entry and reporting. * Liaise with lawyers regarding documentation, amendments, and legal notices. * Assist with the preparation of Agreements of Purchase and Sale (APS), amendments, and related documentation in coordination with sales representatives and legal counsel. * Assist with qualifying incoming leads, scheduling appointments, and communicating with outside agents. * Support model home and sales centre operations, including supplies, food and beverage, cleaning coordination, and presentation standards. * Assist with lead and pipeline scoring in HubSpot to help prioritize prospects. * Respond to prospective buyers by phone, email, and in person while maintaining a professional and polished customer experience. * Compile weekly and monthly sales reports for leadership review. Marketing Coordination: * Assist with the planning and execution of community launches, promotional events, and realtor outreach initiatives. * Build and launch landing pages, inbound lead funnels, and automated workflows to capture and nurture prospects. * Coordinate digital marketing activities, including website updates, email campaigns, social media scheduling, and online advertising. * Capture community progress and marketing content using drone photography and videography. * Maintain and update the corporate website and active community landing pages. * Coordinate with external vendors, including graphic designers, signage companies, photographers, and videographers. * Track marketing budgets, invoices, and campaign performance. * Help maintain brand consistency across print collateral, signage, digital advertising, websites, and community presentations. Qualifications: * Post-secondary education in Marketing, Communications, Business Administration, or a related field. * 2+ years of experience in a sales or marketing coordination role, preferably within real estate development, homebuilding, or construction. * Proficiency with CRM software (HubSpot preferred), Microsoft Office, and marketing tools such as Canva, Adobe Creative Suite, Mailchimp, and social scheduling platforms. * Familiarity with builder and sales systems such as Newstar or a similar ERP platform. * Experience or comfort working with modern productivity and AI tools such as Replit, Cursor, ChatGPT, and Claude. * Strong organizational skills with the ability to manage multiple projects, priorities, and deadlines. * Excellent written and verbal communication skills. * Knowledge of the Ontario new home industry, Tarion guidelines, and APS processes is considered an asset. * Experience with website content management systems and marketing automation tools is a strong asset. * Drone operation experience, or a willingness to learn, is considered an asset. Key Competencies: * Detail-Oriented: Maintains accuracy across sales documentation, marketing materials, reporting, and CRM data. * Collaborative: Works effectively with sales, marketing, construction, legal, and external partners. * Proactive: Identifies opportunities to improve efficiency, processes, and customer engagement. * Professional: Maintains a high level of discretion and professionalism in client and internal interactions. * Adaptable: Comfortable working in a fast-paced environment with shifting priorities and deadlines. Working Conditions: * Primarily office-based, with regular presence required at model homes and sales centres. * Occasional evening and weekend availability may be required for launches, events, and community openings. * Competitive compensation package including benefits. While we appreciate all interest in the position, only candidates selected for interview will be contacted. Phelps Homes Ltd. is an equal opportunity employer. If you require any accommodation to fully participate in our recruitment process, please let us know. This role uses AI‑assisted tools to support initial screening.