Marketing & Sales - Office Coordinator

Marketing Office Coordinator

The Marketing Office Coordinator is responsible for providing direct administrative support to the Director of Sales & Community Affairs and general administrative support to the Marketing & Community Affairs Department. This support position will require the individual to maintain positive working relationships with all team members and managers of Plymouth Harbor and a willingness to "do what it takes."

Jobs/Responsibilities

• Provide direct support to the Director.
• Follow through on specific tasks and assignments and check in daily regarding priorities.
• Provide clerical and administrative support to Life Plan Counselors.
• Answer phone calls and take accurate messages.
• Maintain and updates marketing databases (MatrixCare/REPS).
• Assist in problem-solving and other service issues, redirecting as necessary.
• Schedule and confirm appointments and meetings.
• Handle special projects.
• Provide first rate customer service (e.g., to incoming callers, walk-ins, prospects, Harbor Club members, residents, family members, guests, other staff).
• Process incoming mail and invoices.
• Process new Harbor Club wait list applications.
• Provide support for social media, website, resident, and marketing portals.
• Collect payments, write receipts, and coordinate with Accounting, recording transactions in marketing database (REPS) in timely manner.
• Prepare contract signings/transfer agreements by collecting all necessary documentation from potential residents/residents, their personal references, and their physicians; scheduling health evaluations, orientations and contract signing meetings; and drafting and printing contract materials.
• Set up and maintain resident and prospect files; secure files.
• Prepare correspondence to prospects and residents.
• Maintain the Discovery Room (marketing conference room) on a daily basis and set up other meeting spaces when applicable.
• Prepare and maintain a constant supply of marketing packets and Full Disclosure books, updating contents as needed.
• Manage office supply inventory and ordering.
• Order company letterhead and business cards for all departments.
• Order nametags for new Harbor Club members.
• Order nametags and door nameplates for new/transfer residents and distribute new keys.
• Track move-ins, move-outs, transfers, and relocations.
• Coordinate Welcome Basket, floral arrangements, or gifts from Marketing for resident Move-In Day.
• Coordinate with Accounting/Resident Billing to ensure accurate dates for beginning and/or ending fees.
• Assist in the planning of and be available to work Marketing events.
• Assist as needed with other departments for other events.
• Assist in community relation initiatives with distribution of marketing promotional items to possible referral sources.
• Prepare email marketing and bulk mailing of the monthly newsletter Harbor Light, event invitations, greeting cards, etc.
• Prepare and distribute in house materials (e.g., Resident Association bulletin, directories, fee schedules).
• Assist in other marketing initiatives and projects as assigned.
• Maintain a professional appearance at all times.
• Perform other duties as deemed necessary and appropriate, or as may be directed.
• Attend and participate in workshops, seminars, and mandatory in-services as approved or required.
• Maintain work area, equipment, and supplies in a clean, sanitary, and organized manner. Ensure that work areas are neat and confidential materials are properly stored before leaving area on breaks, end of workday, etc.
• Work safely; complying at all times with Plymouth Harbor safety standards.
• Call 555 in the event of an emergency.

Supervisory Responsibility

• This position has no supervisory responsibilities.

Qualifications

Education:

• High school diploma or equivalent. Associate degree or Bachelors' degree preferred.

Experience:

• Must have administrative assistant experience in a sales or marketing environment.

General:

• Must be a self-starter with strong organizational skills.
• Must have outstanding clerical and telephone skills; proficient typing/keyboard skills with a minimum of 55 w.p.m.
• Must possess exceptional proofreading skills.
• Must have experience in taking dictation and notes for meetings, preparing, and updating reports, composing correspondence, and operating and maintaining copy/fax machines and other office equipment.
• Must be a detail-oriented person and able to perform duties with great accuracy on a daily basis.
• Must have excellent personal skills, demonstrating the ability to conduct oneself in a non-controversial style; a style that inspires the respect of others and promotes a sense of trust in the individual's competence.
• Must have good communication skills; speaking, writing, and listening.
• Must be fluent in English.

Certificates/Licenses/Registrations:

• Must have current certification as a Notary Public in the State of Florida.

Personal Requirements

• Possess the ability to interact professionally and efficiently with a diverse group of people, including prospects, residents, Board members, management, staff, and vendors.
• Support Plymouth Harbor's mission, striving daily to ensure the best possible outcomes for the health and well-being of residents and staff.
• Maintain high personal standards for performance and encourage others to do the same.
• Must be able to get along with others and work as a team player.
• Maintain confidentiality in all Plymouth Harbor, resident, and team member matters.
• Use good judgement and make independent decisions when circumstances warrant such action.
• Work harmoniously with all persons residing in, employed by, or associated with, the organization.
• Be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• Wear Plymouth Harbor team member i.d. badge at all times when on duty.
• Abide by the dress and grooming guidelines established for the department and possess good personal hygiene habits.

Physical Requirements

• Must possess fully functioning sense of sight/hearing or use prosthetics that will enable these senses to function adequately in order to do the job.
• Must be able to sit, stand, walk, and move throughout the workday (lifting, carrying, bending, squatting, reaching, kneeling, pushing, pulling, twisting) using good body mechanics.
• Must be able to lift/push up to 25 pounds.
• Must be able to sit for long periods of time.
• Must be able to stand for long periods of time.
• Must be able to cope with the physical and emotional demands of the position.