Sales Coordinator - Horizon House (CCRC)

Salary Range: $22.50 - $27.45+ commission

Available Schedule(s): Monday - Friday 8:30 AM - 5:00 PM

Summary

The Sales Coordinator is responsible for the day-to-day support of the Sales department through prospect management, and administrative, project, and event support. This position is the initial and critical first point of contact for the Sales department, which supports the smooth functioning of the office and helps the team reach collective goals. This role offers the opportunity to engage with older adults, provide exceptional customer service, and demonstrate strong multitasking skills in a dynamic and lively environment.

This position is also responsible for managing community move-ins and interacting with stakeholders to provide successful transitions.

Essential Job Duties

Customer and Prospect Engagement

• Serves as the initial point of contact in the Sales department for incoming inquiries, including calls, emails, and walk-ins. Ensures timely, professional responses and effectively transfers or address inquiries.
• Maintains a welcoming and engaging atmosphere for visitors and prospective residents.
• Manages and maintains the Customer Relationship Management system, tracks prospect inquiries, and schedules follow-up activities for the Sales Team.
• Coordinates direct and group mailings, including managing mail merges, working with direct mail vendors, and handling physical and digital invitations. Prepares mailing materials such as labels, envelopes, and invitations.

Administrative and Operational Support

• Provides administrative support to the Sales department including typing, filing, organizing, copying, collating, scanning, shredding, data entry, faxing, mailing, taking minutes, and preparing correspondence for the department.
• Regularly produces sales reports, tracking key metrics such as total move in’s, tours, deposits, refunds, and visit summary activities.
• Maintains files, processes documents, and handles money associated with payments/deposits in accordance with departmental and business procedures.
• Ensures Sales materials are updated, properly stocked, and readily available for staff and prospects.

Move-In and Apartment Management

• Collaborates with Renovations once an apartment has been released to ensure that apartment is ready for occupancy.
• Acts as the liaison between Sales, Renovations, and Facilities to ensure responsive communication and effective coordination throughout the move-in process.
• Works with new residents to ensure the timely completion of all move-in paperwork and payment of all fees, including applications and financial statements.
• Tracks and files resident applications, commitment to occupy forms, resident agreements, and all necessary financial paperwork submitted by new residents.
• Monitors and coordinates move-ins steps with stakeholders, vendors, and internal teams to ensure a smooth and timely transition for new residents.
• Shares preferred partners to work with new residents as they go through the process of getting ready to move: real estate agents, movers, estate sale companies, planners, and packers.
• Serves as the primary contact for residents at day of move-in to ensure smooth transition into the Horizon House community.
• Acts as the primary liaison between Sales and Renovations department to ensure timely and responsive communications with new residents throughout the move-in process.
• Schedules and attends release walk-throughs of apartments.

General

• Maintain a high level of professionalism and problem-solving to ensure positive experiences for prospects, residents, and staff.
• Attends and actively participates in staff meetings and contributes to team objectives.

Non-Essential Job Duties

• Assists with planning and implementation of sales related events and marketing campaigns.
• Completes other duties and projects as assigned by management.

Essential Experience/Knowledge/Education/Specialized Training

• High School diploma or equivalent required; College degree preferred.
• 1-2 years of related experience required.
• Work experience with seniors preferred.
• Ability to efficiently manage several tasks at one time and be accurate.
• Proficiency with Microsoft Office products including Word, PowerPoint, Excel, Outlook, Teams and comfort/familiarity with various web-based computer systems.
• Excellent customer service and hospitality focus.
• Ability to communicate effectively in English (writing, speaking, and listening).
• Ability to provide exceptional customer service to residents, guests, staff and all others.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing data and records, and other office procedures.
• Ability to operate multi-line telephone console, voicemail, fax, copier, computer, postage meter and scale, 10-key calculator, and two-way radio.