Marketing & Sales Coordinator

Job Title:       Marketing & Sales Coordinator

Reports To:   Marketing & Sales Director

FLSA Status: Non-Exempt (Hourly Wages)

Job Summary

Woodlands Retirement Community is the region's only LifeCare Continuing Care Retirement Community (CCRC), offering residents an active, engaging lifestyle with the peace of mind of a full continuum of care. Situated on a beautiful 171-acre campus in Huntington, West Virginia, Woodlands is home to a dedicated team committed to providing exceptional service and enriching the lives of our residents every day.

The Marketing & Sales Coordinator plays an important role in supporting the Marketing and Sales Department through organization, communication, relationship building and administrative coordination. This position serves as a central point of communication between multiple departments, helping ensure apartment inventory is accurately tracked, move-ins are well coordinated, marketing efforts remain organized, and prospective residents receive outstanding customer service throughout the sales process.

This position can be full- or part-time and offers a flexible schedule.

Job Description

This position is responsible for keeping the Marketing and Sales Department organized and operating efficiently by maintaining accurate prospect and apartment data, coordinating move-ins, supporting marketing initiatives, and assisting with lead outreach and customer service.

• High school diploma required; college degree or related experience preferred.
• Strong computer skills, including proficiency with Microsoft 365 applications, CRM/database software, and the ability to quickly learn and effectively use new technology.
• Exceptional organizational skills with strong attention to detail and the ability to prioritize and manage multiple projects, deadlines, and responsibilities.
• Self-motivated, proactive, and able to take initiative while working independently and as part of a team.
• Ability to build positive working relationships and communicate professionally with residents, prospects, staff, vendors, and community partners.
• Excellent communication and customer service skills.
• Dependable, adaptable, and committed to providing exceptional service in a fast-paced, team-oriented environment.
• Must successfully pass background and drug test prior to offer.
• ALL APPLICANTS MUST ATTACH AN UPDATED RESUME' TO BE CONSIDERED FOR THIS POSITION.

Responsibilities:

• Provide administrative and organizational support to the Marketing and Sales Department.
• Maintain accurate prospect, apartment inventory, and sales activity records within the department's CRM and apartment tracking systems.
• Coordinate with departments across the Woodlands campus to maintain accurate apartment availability, readiness, and occupancy information, including routine apartment inspections.
• Assist with lead outreach by responding to inquiries, making follow-up calls, scheduling appointments and tours, and supporting the sales process.
• Coordinate resident move-ins by organizing required documents, assisting with apartment selections, and ensuring apartments and closing materials are prepared.
• Maintain organized digital and physical files, ensuring sales, marketing, and move-in documentation is complete, accurate, and readily accessible.
• Support marketing initiatives by assisting with content creation, communications, mailings, events, social media, and other outreach efforts.
• Build and maintain positive working relationships with residents, prospects, staff, vendors, and community partners.
• Perform other duties as assigned.