Sales Operations Manager

Position Summary

The Sales Operations Manager is responsible for the execution and administration of the new home sales process across all Camcos Living communities, from pre-launch project setup through to firm sale and closing.

The role combines project management and transaction management. It is accountable for opening communities on schedule and on budget, for the accuracy and compliance of every agreement, for reporting to ownership, and for standardizing how the sales operation runs.

This role requires accuracy under deadline pressure and the judgment to manage multiple active communities at different stages at the same time.

How the Role Operates

Camcos Living communities move through two distinct phases, and this position works across both at the same time.

Pre-launch is project work. The focus is building what a community needs to open: budgets, price lists, point of sale setup, sales assets, and stakeholder coordination. The work is scheduled, deadline driven, and front loaded.

Post-launch is transaction work. The focus shifts to agreements, compliance, deposits, legal coordination, and reporting. The work is continuous and volume driven, and it does not stop until the last unit closes.

At any given time the incumbent will carry several communities at different stages, with the balance of effort shifting from project work to transaction work as each community sells. Running alongside both is the ongoing responsibility for reporting accuracy and for improving how the operation runs.

Core Accountabilities

Transaction Management and Compliance (40%)

• Draft, process, and administer agreements of purchase and sale, amendments, worksheets, and schedules
• Complete and maintain FINTRAC compliance documentation on every transaction
• Track and reconcile all deposits against the agreement schedule, and escalate missed or returned instalments
• Prepare solicitor packages and coordinate with external legal counsel through to firm sale
• Maintain purchaser and solicitor records and complete sales file management for every deal
• Track conditional periods, firm dates, and outstanding items required to firm a deal

Pre-Launch Project Management (25%)

• Provide end to end project management for new community launches, tracked in Zoho Projects
• Manage day to day execution against approved project budgets, tracking actuals and reporting variances to the Vice President
• Review, code, and process vendor and supplier invoices against project budgets
• Maintain purchase order and vendor records and reconcile committed and actual spend by community
• Support annual budget preparation for sales operations and community launch costs
• Coordinate project assets including renderings, sales materials, sales centre buildouts, and signage
• Set up and maintain point of sale systems for each new community
• Create, maintain, and update price lists, implementing the pricing strategy set by the Vice President
• Coordinate internal and external stakeholders including legal counsel, capital partners, vendors, and consultants
• Manage vendor engagement, scheduling, and deliverables through launch

Reporting, Data, and Systems (20%)

• Prepare sales reporting from top of funnel through firm sale
• Produce transaction reporting to ownership
• Conduct sales data audits across Zoho and resolve data integrity issues
• Define and enforce CRM data standards, including status definitions and required fields, working with the system administrator on configuration changes
• Build and maintain reporting and tracking mechanisms to evaluate metrics and monitor efficiency
• Provide operational data analysis to ensure accuracy and reportability in data creation and data management
• Maintain document version control across all communities

Process Development and Rollout (15%)

• Review, audit, develop, implement, and standardize processes for sales site and internal operations to enhance client service delivery
• Identify inefficiencies, introduce new procedures, and continuously re-evaluate workflows
• Review existing point of sale processes to identify gaps, and optimize and streamline process to align the company offering with client needs and requests
• Play a lead role in change management when new processes are introduced and new initiatives are rolled out
• Work with all company functions to build and implement company processes
• Build and maintain standardized processes across the organization, with focus on resolving procedural and administrative issues within existing available resources
• Work with Management on developing, sourcing, and implementing services and resources not currently available but deemed beneficial to overall new home sales transaction processing
• Deliver ongoing training to sales and administration team members on new and updated processes and tools
• Onboard new sales and administration staff to Camcos systems, documentation standards, and reporting requirements
• Maintain current process documentation and training materials in the internal sales manual

Qualifications

• Three to five years of experience in new home sales administration, transaction management, or sales operations with a low rise residential builder
• Experience preparing solicitor packages and working directly with external legal counsel
• Demonstrated project management experience, ideally supporting product or community launches
• Experience managing project budgets, processing vendor invoices, and coordinating vendors
• Spark experience required, including lead management, reporting, and deal entry
• Experience with new home point of sale systems, including setup, price list maintenance, and inventory release
• Advanced Excel and strong CRM proficiency, including reporting and data extraction
• Experience with Zoho or a comparable CRM and project management platform considered an asset
• Strong written communication and documentation skills
• Ability to manage competing deadlines across multiple active communities at different stages
• Valid driver licence and access to a vehicle, with travel required across the Greater Toronto Area, Durham Region, and Kawartha Lakes

What Success Looks Like in the First Year

• Every transaction file complete, compliant, and firm on schedule with no outstanding reconciliation gaps
• Launch readiness delivered on time and on budget for every new community release
• Project spend tracked against budget with current invoice processing and no reconciliation backlog
• Reporting to ownership that can be relied on without manual verification
• Documented and consistently applied standard operating procedures across every community
• Clean, auditable sales data across all Zoho systems