Position Summary

The Sales & Marketing Coordinator will be responsible for assisting in the sales and marketing process to achieve pre-leasing and occupancy goals for a blue sky / newly developed community and or an expansion or new development within an existing Franciscan community.  In this role, you will be responsible for assisting with the coordination of promotional marketing activities and marketing event planning, as well as other activities required for executing the marketing plan and achieving pre-leasing deposit goals and maintaining post opening occupancy expectations. The Sales & Marketing Coordinator will also be responsible for working with prospective residents/families to secure the sale of apartments/homes.  This position will support the community by coordinating the move-in and move-out processes for all residential apartments, ensuring the satisfaction of current and prospective residents and their families, as well as internal customers/departments by providing exemplary customer service.

Essential Functions, Key Duties, & Responsibilities

Marketing Support

• Assist in the execution of the marketing plan, including all advertising and business development goals.
• Assist with the planning and implementation of pre-leasing events, information sessions, trade shows/expos; as well as assisting with event invitations, preparing mailings, follow-up calls, tracking attendance, attending the event and providing tours and information to attendees.
• Maintain the inventory of all marketing materials to ensure that an adequate supply is on hand at all times and order marketing supplies as necessary.
• Develop and maintain a good working relationship with all departments and entities of Franciscan Ministries, assisting with resident activities or associate functions, as requested.

Supports Sales Effort

• Assist with all stages of the sales process to help achieve pre-leasing deposits and post opening occupancy goals.
• Maintain a professional, inviting atmosphere in the marketing office and demonstrate exemplary customer service to all internal and external guests.
• Handle incoming calls; acquiring preliminary information on prospects, scheduling appointments, and following up as necessary as well as maintaining accurate records in the CRM.
• Conduct tours for potential residents, and collect essential discovery ensuring they have a positive perspective of the community, and that they gain knowledge of the various programs and services that are offered at the community.
• Collect deposits and fees; entering and updating them in the CRM.
• Perform all necessary activities in CRM
  • Maintain a thorough working proficiency of the system.
  • Enter new prospect information.
  • Assign leads to pertinent sales staff.
  • Trouble shoot data/system errors; evaluating and maintaining data integrity and generating daily, weekly and monthly reports.

Move Coordination

• Work with resident and family to ensure paperwork (application, supporting documentation, and contract) is completed for all resident move-ins. This includes internal moves on campus when applicable.
• Establish and process prospect and resident files, paperwork, and move-in packets for all residential building and homes.
• Communicate new move-ins, in-house transfers, and move-out notices in a timely manner to all necessary parties.
• Maintain the move in/transfer/move out checklists for all team members responsible in these activities; and be aware of status of each move/transfer.
• Work closely with plant operations to ensure apartments/homes are ready for move in.
• Complete walk throughs of apartments/homes with resident or family on internal moves or move outs when applicable.
• Oversee the new residents’ orientation to the community working closely with the Ambassador program and assign an Ambassador to each resident to assist with transition to the campus.
• Maintain the occupancy roster.
• Maintain consistent communication with prospects on the waiting list, updating the list as necessary, ensuring it is accurate at all times.
• Notify clinical team of each move in and provide them with copies of required paperwork for all assisted living and memory care move-ins when applicable. 

• Prepare correspondence as necessary.
• Perform other duties as assigned.
• Comply with all policies and procedures and any updates.

Position Requirements

Education: High School Diploma/GED required; Associate’s or Bachelor’s degree in Marketing, Business, or other related field preferred

Licenses/Certifications: Marketing Professional Certification preferred

Experience: 2+ years of experience in sales or marketing; preferably in the Senior Health Care industry

Skills & Abilities:

• Excellent verbal and written communication

Travel: Local travel required.