Company: Diamond Marketing Group

Location: Niagara Falls, ON (in-person, sales office)

Job type: Full-time, permanent

Pay: $[22.00] – $[26.00] per hour ([$45,760] – [$54,080] per year)

Schedule: Saturday to Thursday, [1:00 PM – 8:00 PM] 11AM to 6PM on weekends

About Us

Diamond Marketing Group is looking for a deal secretary home builder office in Niagara Falls. We sell homes in new pre-construction communities across the Niagara Region, and our sales office is busy every day with buyers, realtors and lawyers. We're hiring a Deal Secretary to manage every sale's paperwork, deposits and file, from the first offer until the sale is firm and ready to close.

The Role

You'll be the in-house deal expert in our sales office. You'll write up offers on our builder Agreement of Purchase and Sale, track every deposit that comes in, and keep each deal file complete and correct. Our sales team, construction, customer care, our lawyers and buyers will all rely on you to know where each deal stands. This role suits someone who is careful, organized and at ease with numbers and contracts.

What You'll Do

Writing Up Offers

- Prepare our builder Agreements of Purchase and Sale (APS), including schedules, the Tarion addendum, amendments and extras/upgrade forms
- Check that buyer names, IDs, lot/unit, model, elevation, price, incentives and deposit structure are correct before anything is signed
- Get agreements signed by buyers, realtors and our signing officers, both in person and through DocuSign
- Track the 10-day cooling-off period and any conditions (such as financing or lawyer review), and confirm when each deal becomes firm
- Process amendments, lot or model changes, assignments and cancellations

Tracking Deposits

- Record every deposit on every deal: amount, due date, and whether it's a cheque, post-dated cheque, bank draft or wire/EFT




- Receive, log and hand off deposit cheques, and send them to our lawyer or trust account on time
- Remind buyers and realtors about upcoming deposits, and follow up on late, missing or returned (NSF) deposits
- Reconcile our deposit records with the lawyer's trust account statements each month
- Keep an up-to-date deposit report and share it with management every week

Deal Administration

- Build and maintain complete deal files (digital and paper) with signed agreements, buyer ID and deposit records
- Keep our sales tracker and CRM up to date: which lots are sold, conditional, firm or available
- Prepare realtor commission forms and track commission payments
- Send firm deals and paperwork to our lawyers, and share buyer information with construction and customer care
- Help prepare price lists, available-lot lists and incentive sheets for the sales team
- Support project launches and VIP/realtor events, including high-volume offer days
- Office tasks as needed: phones, emails, booking appointments, filing and supplies

What We're Looking For

Must have

- 1–2+ years of experience as a deal secretary, sales administrator, real estate admin or legal assistant
- Excellent attention to detail. You'll be working with legal contracts and buyers' deposits.
- Strong skills with Microsoft Word, Excel and Outlook, and able to learn DocuSign and CRM software quickly
- Clear, professional communication with buyers, realtors and lawyers,



both in person and in writing
- Able to manage many deals and deadlines at once, with a clear system for follow-up
- Honest, reliable and able to keep financial and personal information private
- Available to work in person in Niagara Falls, including some weekends

Nice to have

- Experience with a current home builder or in pre-construction sales
- Knowledge of builder APS forms, Tarion, deposit structures and the new home closing process
- Experience in a real estate law office (real estate clerk or legal assistant)
- A second language that is helpful for talking with our buyers
- Business administration, real estate or law clerk education

What We Offer
- $[22.00] – $[26.00] per hour, depending on experience
- [Health and dental benefits after probation]
- Full training on our agreements, systems and communities
- A growing, team-focused builder office where your work matters
- Room to grow into senior sales administrator, sales coordinator or office manager
- [Free on-site parking]

How to Apply Apply through Indeed with your resume. In the screening question or your cover letter, tell us about a time you caught a mistake in a document or contract before it became a problem.

We will contact all candidates we interview within 45 days of their final interview to let them know our hiring decision. [This posting is for a current, open position.] [We do not use artificial intelligence to screen, assess or select applicants.]

Diamond Marketing Group is an equal opportunity employer. We welcome applicants of all backgrounds. We will provide accommodations for people with disabilities during the hiring process on request.

Pay: $22.00-$26.00 per hour

Expected hours: 40.0 – 50.0 per week

Benefits

- On-site parking

Work Location: In person

📌 Deal Secretary / Sales Administrator – New Home Builder (Niagara Falls)
🏢 Diamond Marketing Group
📍 Niagara Falls