Marketing Assistant

WE’RE WAITING TO HEAR FROM YOU. COME JOIN OUR FAMILY AND GROW YOUR CAREER WITH US!
Our team is only as strong as each individual contributor – which is why we focus our energy on hiring people who are friendly, hardworking and have a true passion for serving older adults.

After all, residents aren’t guests in our community; we’re working in their home.

Position Title: Marketing Assistant

Overview: The Marketing Assistant is responsible for coordinating the daily activities of the sales office while assisting and supporting the Sales Team. This position functions as the department’s marketing and sales support and serves as a liaison for clients. This individual will be responsible for supporting the Sales Staff in the distribution of client communication, coordinating events, and department logistics. The Marketing Assistant is responsible for supporting prospective residents, families, and caregivers during the initial stages of moving into the community, acting as the go between for the client and the sales counselor for all move in documentation. Success of this associate relies on this individual being highly organized, computer literate,
knowledge of accounting systems, and delivering excellent customer service.

Essential Job Duties:

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Operates all business systems, phones, hospitality items.

• Responsible for ordering office supplies.

• Greets guests; and offering/providing refreshments or accommodations to as needed.

• Assists with the management of the calendar, marketing and sales plan, and appointment schedule.

• Codes invoices and accruals properly in the system for the Accounting Department.

• Serves as the primary resource for implementation of the CRM Database software.

• Runs reports of sales metrics and ratios to support Sales Director in performance management tasks.

• Enters all new leads in the CRM database; codes the source of leads properly; manages the UPS log of new leads; and equally distributes leads to sales team.

• Collects and manages the data to track leads and results from traditional marketing campaigns (print advertising, direct mail, marketing automation or e-mail campaigns, etc.)

• Responsible for weekly update of Company Occupancy Report and distribution to Corporate. Sends the IL occupancy to the Executive Director daily.

• Help plan, coordinate logistics, and set up for all informational/educational meetings and special events/presentations and manage reservations.

• Coordinates and attends weekly team transition meetings with the sales staff when needed.

• Sends daily communications about scheduled tours to corresponding departments. Informs the Marketing Director of all prospects that toured the facility. Provides tours as support to the sales team when needed.

• Assists the Admissions Coordinator and Case Manager with the admissions process when needed. This includes using software to create new resident profiles and upload all necessary documents for billing, insurance verifications, and from hospitals. Also, serves as backup to ensure admissions packets are completed and uploaded to into the system.

• Collaborates with Sales and Health Services teams to ensure support for residents moving in, including requesting medical paperwork from physicians. Works with residents and families to acquire necessary financial documentation for qualification of admission.

• Coordinates with the Business Office to schedule agreement/contract signings and for approvals.

• Prepares sales and marketing communications to Depositors, Future Residents, Residents, Prospective Residents, Operations Team and Management Team(s) as directed. Manages the files and records for Depositors and Future Residents.

• Responsible for Move-In tracking and documentation and for sending prompt and accurate communication forms when move ins are taking place in the community. Maintains the open apartment inventory list and the in-house waiting list of residents wishing to occupy an apartment of their first choice.

• Assists with coordination of new resident housewarming parties and other referral programs as assigned.

• Responds to resident and family requests and concerns promptly and according to policies.

• Availability to work some weekends for scheduled moves (hours may be adjusted during the weekdays) and Events as part of the Sales Office Team rotation for coverage when requested.

• Perform other duties as assigned.

You Have:

• Associate’s degree preferred.
• Minimum of 1-2 years’ experience in Senior Living or Healthcare related support preferred.
• Excellent organizational and time management skills.
• Ability to work independently, be self-motivated and demonstrates good judgment.
• Ability to handle multiple projects simultaneously.
• Knowledge of customer service standards, and accounting procedures.
• Excellent communication skills in person and by telephone, email, texts, personalized videos, virtual tours, and Go to Meetings, and written correspondence.

The employer is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.