Administrative Assistant Marketing Department

Position: Administrative Assistant for Marketing Department

Join to apply for the Marketing Administrative Assistant role at John Knox Village of Central Florida

John Knox Village is looking for a skilled Administrative Assistant to support our Marketing department. This key role ensures seamless daily operations, exceptional customer service, and accurate data management. If you’re proficient in Excel, are a team player, and bring a positive, professional attitude, we want to meet you!

Position

Administrative Assistant

Supervisor

Director of Sales and Marketing

Job Summary

Initial point of contact to all prospective residents, visitors, vendors and employees, whether in person, by phone, email or U.S. mail, making a positive, welcoming first impression. Coordinate all phases of sales process for retirement counselors ensuring all procedures and documents are executed and tracked. Maintain customer relationship management system (CCRM) as lead operator assisting entire staff, cleaning up databases, altering programming to tailor to JKV needs, entering daily prospect information and activities and striving to have all marketing reports fully automated.

Maintain and coordinate office including supplies, hospitality, maintenance, brochures, reports, events, organizing, cleaning, equipment maintenance, mailings, invoicing and reporting.

Essential Functions And Responsibilities

• Open the office in morning, turning on all lights and machinery; making sure everything functions and is neat and orderly; prepare refreshments.
• Attend morning meetings; take notes. Assist team with overflow.
• Retrieve messages and distribute or process.
• Process email request.
• Answer phones expeditiously, handling all requests.
• Warmly welcome prospects and all visitors.
• Immediately log all inquiries to UPS system and continuum, distribute to counselor and follow up as instructed.
• Maintain CCRM input, revise and audit data for all prospects, residents, inventory units and staff.
• Order or copy printed materials and assemble brochures. Update regularly.
• Process all phases of residency contracts.
• Track, prepare, and input data from every activity for daily, weekly, monthly and quarterly reports including:
  Wait List Report, MIPR (Marketing Inventory & Production Report), Attrition Report (newly created), IVT Log (newly created), Inventory Report, Lead Activity Report, Traffic Report, Lead Activity Comparison Report, Memorial Notice Spreadsheet, After Initial Tour Survey Report, Sales Analysis Report, UPS Log, Spend Down Report and Competitors File Spreadsheet.
• Coordinate mailings of After Initial Tour Letters, Surveys and playing careds.
• Assist director with presentations and special projects.
• Maintain postage meter.
• Maintain and order office supplies.
• Participate in Tuesday Marketing meetings, take notes, prepare Marketing meeting minutes and distribute.
• Help organize marketing events. Distribute invitations when in-house event. Take reservations. Collect new client information. Create check-in spreadsheet and name tags. Record all activity in CCRM. Attend events and conduct check-in.
• Add names of guests to interactive monitor in Center’s main reception area.
• Import pictures of new residents into Point Click Care.
• Coordinate overnight stays for prospects, preparing packet and notifying all departments.
• Compile information for competitor’s file spreadsheet annually.
• Maintain refreshments for clients.
• Maintain restroom supplies and keep orderly.
• Keep clean supply of cups and dishes ready for clients.
• Schedule tours for counselors when needed.
• Maintain source code spreadsheet.
• Assist marketing team with computer programs and projects.
• Enter residents into the portal as requested.

Other Functions And Responsibilities

• Other duties as requested or assigned.

Educational, Physical, and Other Requirements

• Employee must be able to perform the essential functions of the job with or without reasonable accommodations. Physical requirements may include frequent use of hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk or hear. The employee may be required to lift, stand; walk; sit; climb or balance; stoop; kneel; crouch or crawl; and smell.
  
  Vision abilities may require close vision, distant vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• For the safety and security of our residents and patients, employees must be able to read, write, and verbally communicate in English, which is the most universally used language of our resident and employee population.

Customer/Guest Relations & Communications

• Must maintain a professional, respectful, friendly demeanor with all residents, family members, guests and staff at all times.

The employer reserves the right to change or assign other duties to this position with or without notice.

Seniority Level

• Entry level

Employment Type

• Full-time

Job Function

• Administrative

Industries

• Hospitals and Health Care

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