Sales Administrative Assistant

Position Title

Sales Administrative Assistant

The Administrative Assistant coordinates daily activities of the sales office, supporting the Sales Team in achieving sales and occupancy goals. Functions as departmental administrative support and liaison for clients, supporting the Sales Staff in client communications, event coordination, and department logistics for our full service upscale retirement community comprising independent living, assisted living, and memory support. Supports prospective residents, families, and caregivers during initial stages of moving into the community, acting as the go‑between for client and sales counselor for all move‑in documentation.

Requires high organization, computer literacy, and excellent customer service.

• General administrative responsibilities in the management of office activities, including operating all business systems, phones, hospitality items, and ordering office supplies, greeting guests, and providing refreshments or accommodations.
• Proper coding of invoices and accruals in Birch Street for the Accounting Department.
• Weekly update of Company Occupancy Report and distribution to Corporate.
• Enter new leads in the CRM database, maintain the UPS log of new leads, and equally distribute leads to the sales team.
• Assist with management of the marketing and sales calendar and appointment schedule for the Sales Team.
• Assist the Marketing Team with tactical aspects of implementing the Marketing and Sales Plan, making necessary appointment‑setting calls to book appointments.
• Help plan, coordinate logistics, and set up for all informational/educational meetings and special events/presentations, and manage reservations.
• Primary resource for implementation of the CRM database software, running reports of sales metrics and ratios to support the Sales Leader in performance management tasks.
• Report metric data and statistical information regarding activities for preparation of weekly and monthly reports by the Sales Team.

• College degree preferred.
• Minimum of 5 years’ experience in senior living or healthcare related support preferred, directly related to the required duties and responsibilities.

• Comprehensive benefits package, including medical, dental, life and disability insurance.
• Paid time off, company paid holidays, 401(k) plan with matching contributions.
• Associate recognition programs, referral bonuses, tuition reimbursement, and associate scholarships.

The Village at Gainesville offers a highly professional, engaging, team‑centered environment. Campus is 104 acres with amenities of a small town; nearby shopping, theaters, and restaurants. Gainesville is home to the University of Florida and Santa Fe College.

The Village provides a professional, engaging, team‑centered environment where associates grow professionally and positively impact residents’ lives.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.