Sales Operations Coordinator

We Are Inspired to Serve. Join us! This key sales position provides assistance to the sales director and the sales team by performing designated sales and marketing support tasks for residential and assisted levels of living, as applicable at the community. The role is collaborative between all sales teams itionally, this position provides office management, clerical, and receptionist tasks for the sales department.

The sales assistant is often the first contact a prospective resident has with the organization and community and therefore sets the tone of competence, caring and hospitality.

This position reports directly to the community sales director and is clerical and supportive in nature. The sales assistant respectfully interacts with all residents, family members, visitors and co‑workers, and maintains a positive customer service relationship practicing honesty and integrity in all aspects of job performance.

Greets all individuals who contact or visit the sales office and provides appropriate information and/or refers to Sales Director or appropriate sales staff (assisted living, skilled care). Responds to requests for information by sending designated letters and brochures, enters inquiry data into the approved CRM sales software and redirects to sales director and assisted living sales staff pending requests.

Answers incoming calls, directs as appropriate, correctly records message and/or contact data and provides requested information if needed. Responds to inquiries coming from the organization’s website and proxy email by mailing requested information and/or redirecting to Sales Director or appropriate assisted living sales staff. Assists or conducts tours of residential and assisted living as directed.

Coordinates marketing special events, including preparing and sending invitations, verifying attendance, preparing and distributing special events forms, scheduling units for tour, and final preparations for the event.

Prepares orientation packets, move‑in info, phone directory, and name plate for new residents in residential and assisted living. Schedules resident host/hostess. Prepares and takes welcome gifts and area information to the apartment home and places them appropriately.

Provides administrative support to sales director and assisted living sales staff including preparation of correspondences, key reports, and memos, tracking of apartment extras, preparing apartment finishes forms, supporting the occupancy cycle and admission/move‑in process information for residential and assisted living. Prepares and organizes applicant files and ensures all forms are in place including reservation agreements and applicable residency forms.

Maintains a presentable, professional, and well‑organized office that is conducive to comfortably welcoming prospective residents and their families, current residents and their families, vendors, and other visitors at any time. Maintains and organizes department storage areas in an orderly manner, keeping an inventory of supplies and ordering as needed such as office supply inventory, ensuring all collateral promotional pieces are stocked and ordered as necessary.

Utilizes resident volunteers and/or concierge to prepare brochures and applications for distribution.

Required Degree: High school education

Preferred Degree: College or business education

• Minimum of one‑year related office experience providing clerical or administrative support.
• Successful experience in a highly visible office with public interaction; experience in sales and/or marketing or healthcare related position preferred.

• Knowledge of senior care and senior living lifestyle preferred but not necessary.
• Ability to remain calm in an emergency.
• Complete confidentiality when circulating general information.
• Proficient in Microsoft Office Suite. Experience with CRM software a plus.
• Must be able to deal tactfully with staff, residents, family members, visitors and public and have an interest in and desire to work with older adults.
• Must have the ability to deal with the public in a pleasant and professional manner.
• Must be tactful…