Hybrid Sales Coordinator at Plymouth Place

Description

JOB SUMMARY:  The Sales Coordinator plays a vital support role within the Sales and Marketing team at our Continuing Care Retirement Community (CCRC). This position ensures smooth coordination of all administrative aspects of the sales process and helps deliver exceptional experience for prospective residents and their families. The Coordinator supports occupancy goals through efficient office management, CRM data upkeep, prospective communication, and assistance in planning tours and marketing events.

FULL-TIME

MONDAY-FRIDAY AND SATURDAY ROTATION

WEEKENDS AND AFTER HOURS EVENTS, AS NEEDED

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES: Employee will apply skills to ensure Person Centered Care as exhibited through our Pillars of Excellence:

PEOPLE 

STEWARDSHIP

SERVICE

QUALITY

GROWTH

· Serve as the first point of contact for prospective residents, family members, and referral sources, both in person and by phone/email.

· Provide a welcoming and inviting environment for the Community and Sales team.

· Greet prospective residents and families; provide hospitality, materials, and guidance during tours.

· Schedule and confirm sales appointments, tours, home visits, and marketing events.

· Manage and update prospect information in the CRM (e.g., Welcome Home, Enquire, Point Click Care, or similar), including RSVPs for events, visits, waitlist deposits, and payments.

· Create and send e-blasts to prospective residents, waitlist members, and referral partners.

· Upon move-in update ERM (PCC) and upload all paperwork into ERM.

· Create and maintain new resident files, including all required documentation for all levels of care.

· Digitize resident files to Shared Drive and ERM.

· Maintain organized filing systems (digital and paper) in accordance with HIPAA and company policies.

· Complete contract packets for signature and send via Docusign.

· Communicate with physician offices to collect medical applications and required health forms.

· Coordinate health meetings with Director of Resident Experience.

· Track and generate sales reports, occupancy metrics, and follow-up activity logs.

· Prepare and assemble sales packets, contracts, welcome materials, and collateral.

· Coordinate logistics and materials for marketing events, presentations, and community open houses, including maintaining marketing event budget.

· Maintain inventory of marketing materials, brochures, branded giveaways, and refreshments.

· Maintain and update collateral and contracts per Sales Director’s directive.

· Process deposits, reservation agreements, and move-in paperwork in collaboration with finance and other departments.

· In conjunction with sales team, coordinate resident apartment visits for sales tours.

· Support move-in coordination and communication with internal teams to prepare for new resident arrivals by providing back-up to move-in coordinator on move day and as necessary.

· Capture daily life and special events in the Community, post on social media as appropriate.

· Attend regular sales meetings and contribute to team discussions and planning.

· Provide general administrative support to the Sales Director, sales counselors, and move-in coordinator.

· Maintain essential health and legal forms, including File of Life (FOL), Power of Attorney (POA) for Health and Property, and DNR/POLST documents.

· Comply with applicable federal, state and local laws, rules, and regulations; maintains knowledge of and follows all Plymouth Place policies and procedures.

· Maintain regular and punctual attendance at work and meetings.

OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Position may require some outside travel. 
• During emergencies or natural disasters may be required to be on duty for the duration of the disaster.

Requirements

JOB REQUIREMENTS:

· High school diploma or equivalent required; associate or bachelor’s degree preferred.

· 2+ years of administrative or customer service experience, preferably in senior living, healthcare, or hospitality.  

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with CRM software is a strong plus.

· The ability to speak well to individuals, or to groups, makes a good first impression, and is empathetic towards others.

· Exhibit and possess drive and perseverance and be committed to going "the extra mile" to achieve customer service goals.   

· Display a high degree of initiative and creativity, good judgment, and professional ethics.

· Ability to work effectively as a team with organizational partners and other functional areas.

· Ability to handle confidential information with discretion.

· Solid organizational skills including attention to detail and multi-tasking skills.

· Ability to read, write and speak English sufficient to perform job duties and to interact and communicate with patients and employees.

ENVIRONMENTAL AND PHYSICAL ACTIVITY REQUIREMENTS: The physical activities of this position constantly require effective talking, hearing, sitting, walking and standing functions. The position also often involves sedentary work where sitting is required most of the time, with occasional standing or walking. The position also often requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Must be able to perform activities with close visual acuity, such as reading a computer screen and reading print material. The functions of this position are conducted in a temperature-controlled environment.

OSHA Exposure Category: Category III – Position includes tasks that involve no exposure to blood, body fluids, tissues; would not be required to perform Category I tasks.

INTELLECTUAL/EMOTIONAL REQUIREMENTS: The occupant of this position must be able to perform the responsibilities of the position well under pressure. The position requires adaptability to performing a variety of duties, often changing from one task to another without loss of efficiency or composure. This position requires the ability to deal with and find resolution to problems and maintain a productive working relationship with employees and  may be interrupted frequently to meet the needs and requests of others. It also requires adaptability to fluctuate between priorities daily while being responsive to needs as they arise.