MARKETING AND SALES COORDINATOR

Job Description

Job Description

JOB SUMMARY : Under the supervision of the Senior Director of Marketing, the Marketing and Sales Coordinator ensures the smooth and successful transition of new Residents into the community. The Marketing and Sales Coordinator is the pivotal point of contact with the new Resident and family, the Senior Director of Marketing, Sales Counselors, and the Chief Marketing & Innovation Officer. S/he must possess the ability to exercise good judgment in a variety of situations; demonstrates effective verbal and written communication, administrative, and organizational skills; and the ability to maintain a realistic balance among multiple priorities. Leads by example, maintaining a professional work relationship with team members, clients, residents, and their family members. Remains knowledgeable of clients’/residents’ responsibilities and rights. The Marketing and Sales Coordinator is responsible and held accountable for following Fellowship Senior Living’s mission and core values while maintaining and living our philosophy of person directed lifestyle and Fellowship Spirit

ESSENTIAL FUNCTIONS: Manage all aspects of move in with Resident(s) and family members to finalize settlement paperwork and requirements for move-in, including file set up, creating lease agreement and related file documents, scheduling final settlement signing date and obtaining all relevant documentation from resident(s), family members, physicians, and financial advisors, etc.

Coordinate all apartment turn-overs, materials selections, and ensure apartments are in acceptable condition for move in. Work closely with plant operations, contractors and building operations to make sure deadlines will be met.

Handle move-in coordination: move-in day activities, move-in arrangements, parking assignment, cable, utilities, amenities access, dining services account, keys/fob, etc.

Provide marketing committee with new resident information and assist the new Resident’s transition into the community.

Coordinate apartment walk through with maintenance and housekeeping for move outs and schedule with appropriate team members for apartment to be made show ready.

Provide sales assistance as needed for the Senior Director of Marketing and sales team to include handling and appropriately routing telephone inquiries, taking RSVPs for events, maintaining mailing lists and suppression lists, hosting events, and participating in external community outreach programs. Coordinates event details with team members in other departments.

Compile reports accurately and timely as needed including but not limited to weekly productivity report and monthly occupancy reports. Participates in daily meetings, provides support and a creative approach to advance prospects. Participates in white board meetings and scribes notes in Sherpa. Maintains inventory of marketing materials.

SKILLS/ABILITIES : 

• Critical Thinking: Fully assesses a situation; thoroughly probing cause-and-effect, potential resources, possible options; and devising plausible solutions/responses that are resident/client-centered and appropriate.
• Quality Focused: Ensures team education and competencies (in-services, trainings, culture, and guide positions), as well as ensures policies, procedures, and operations are followed in compliance according to federal, state, local, and Fellowship Senior Living regulations. Monitors and maintains accurate records, i.e. contracts, reports, etc. Participates in sales training and coaching provided by Fellowship Village or third-party entities. In order to ensure the proper execution and conduct during calls with family members and customers, calls are subject to quality control monitoring.
• Conflict Resolution: Should have a good understanding of healthy conflict resolution techniques and demonstrate an ability to work out any personal conflicts with others in a way that is in keeping with the Fellowship Spirit culture.
• Interpersonal Sensitivity and Communication Skills: It is essential for the Marketing and Sales Coordinator to have a complete understanding of the Residency Agreement as it pertains to all aspects of daily life in the community. The Marketing and Sales Coordinator must have the ability to communicate with prospects/families and team members clearly and respectfully. Answers inquiries, gives direction and provides assistance to prospects/families. Should be able to clearly give feedback and ask for information from other team members and prospects/families members as necessary.

FELLOWSHIP SPIRIT : 

• Consistently and actively embraces and embodies the 14 Commitments, Our Promise to Our Team, Our Mission, Foundation of Service, and Core Values.
• Supports the program with daily implementation of functions [i.e. Daily Huddles, use of Value Cards] and demonstration of the Foundational Documents.
• Successfully completes Fellowship Spirit certification, as well as attends additional training and educational programs. Displays behavior that produces exceptional service and positive experiences with all those we care for and serve.
• Demonstrates supportive and caring assistance to all those we care for and serve in a dignified, respectful manner, demonstrating an understanding of person-directed lifestyle.
• Displays behavior that supports Fellowship’s mission, vision, values, and policies; consistently performs position responsibilities in a professional and ethical manner.
• Displays ability and willingness to contribute to the team by communicating effectively and consistently; follows rules and procedures; participates in decision making and problem solving; and offers new ideas and suggestions to maximize team performance for the benefit of all those we care for and serve, as well as fellow team members.

ADDITIONAL RESPONSIBILITIES :

• Uses confidentiality and proper chain of command when passing along information, changes, or concerns of residents and clients.
• Maintains a safe, comfortable, and functional work environment by assessing surroundings for potential hazards, encouraging continuous quality improvement.
• Promotes the community in a positive manner and effectively communicates the community values to residents, families, visitors, and team members.
• Ability to provide clear directions and expectations, while coaching and offering effective feedback.
• Supports other team members in meeting all job requirements.
• Actively participates in being part of a learning and teaching organization. Willingness to continue to learn and seek improvement. Attends in-service training programs.
• Responsible for staying abreast of current laws, regulations, policies, procedures and best practices, and adapting to company and industry changes.
• Accurate, detailed, and dependable, with a commitment to the highest quality of standards.
• Work may require more than 40 hours per week to perform the essential duties of the position. Availability for evening and weekend work during special events.
• Other duties as assigned. There are times based upon unusual work volume (increase or decrease), emergencies, or severe weather conditions, when it will become necessary for you to accept and perform a work assignment or assist with tasks which are outside of your regular duties or cross-trained assignment in which you possess the basic knowledge and skill to perform the assignment safely.

MINIMUM ACCEPTABLE QUALIFICATIONS :

• Minimum of three (3) years related experience, preferably in a senior living community or sales office setting.
• Associate’s degree is Marketing or related field, preferred.
• Demonstrates proficiency in Microsoft Office and marketing-related or CRM software, like Sherpa.
• Highly organized and able to multi-task in a fast-paced atmosphere.
• Self-motivated with the ability to set and follow goals, and work independently.
• Strong interpersonal skills necessary in order to communicate and cooperate with and respond effectively to the instructions and requests from a diverse group of prospects/families, visitors and team members and to provide information with ordinary courtesy and tact.
• Possesses strong assessment skills, including good insights into prospects’/families’ preferences and needs. Demonstrates strong communication and relationship building skills with prospects/families and is able to explain prospects’/families’ needs to others as needed.
• Excellent written and oral communication skills in English in person and over the telephone and the ability to listen attentively with appropriate hearing acuity.
• Ability to respond to and work with a mature resident population, creating a warm, caring and supportive environment for the enjoyment of the on-campus and off-campus clients and to promote this philosophy to all team members.
• Possesses an understanding of and support of the mission and philosophy of Fellowship Senior Living, Inc.

WORKING ENVIRONMENT : The Marketing and Sales Coordinator functions independently, has flexibility, and demonstrates personal integrity when working effectively with clients/residents, families, the team members, and other members of the clinical team. The Marketing and Sales Coordinator may be in close contact with individuals who have infectious diseases and may be subject to the handling of harmful chemicals, infectious waste, unhygienic conditions, and potentially hazardous compounds, solutions, supplies, and equipment. The Marketing and Sales Coordinator must observe rigid, standardized guidelines to guard against disease, accidents, and other dangers, wearing personal protective equipment when needed. The Marketing and Sales Coordinator may be subject to stressful, uncomfortable, and emotional situations/individuals.

PHYSICAL DEMANDS : The Marketing and Sales Coordinator position requires physical activity and moderate movement throughout the workday to perform daily duties. Requires the ability to stand, walk, push, pull, carry, move, bend, kneel, squat, reach, stretch, and lift. The Marketing and Sales Coordinator must use universal precautions in all situations. Must be able to operate office equipment (phone, computer, printer, copier, fax machine, etc), and various equipment. These operations must be performed with normal visual range, acuity, color determination, and the ability to distinguish letters and numbers.