Sales Marketing Assistant

Position Purpose:

The Sales and Marketing Assistant at Hollenbeck Palms plays an important role in providing comprehensive administrative support to the Sales & Marketing Department. This position requires exceptional customer service skills and the ability to assist with specialized administrative duties. The Sales and Marketing Assistant will support the successful management of sales and marketing efforts, contribute to community occupancy goals, and ensure outstanding service to prospective residents and their families.

• Provide administrative support to the Sales & Marketing team to ensure timely and efficient execution of sales and marketing activities.
• Utilize established sales processes, systems, and forms to track information, compile data and reports, and support community occupancy goals.
• Assist in coordinating the move-in process for new residents, ensuring a smooth, welcoming, and well-organized experience.
• Conduct walk-through inspections of apartments under renovation with the Member Services Department and report findings to the Director of Sales for weekly review.
• Ensure timely completion of required paperwork, apartment preparation, mover scheduling, community support coordination, and resident orientation.
• Provide administrative support to the Marketing & Development Department, including the creation and distribution of marketing collateral, emails, and letters.
• Answer incoming phone calls and accurately enter leads into the prospecting system following established protocols.
• Record sales and marketing activities promptly and in accordance with organizational standards.
• Support event coordination and facilitate communication across departments.
• Perform all duties and tasks assigned by the supervisor.
• Exercise sound judgment in determining when to resolve issues independently and when to escalate them to the supervisor.
• Handle confidential donor information with sensitivity, integrity, and accuracy.
• Take photos of new residents (with appropriate consent), post them as directed, and upload them into DonorPerfect to maintain current and accurate profiles.
• Complete special assignments, ad-hoc projects, and other duties as needed to support Hollenbeck Palms Administration.
• Attend required meetings and take accurate, detailed notes for documentation and follow-up.
• Escort vendors, clients, and staff to designated apartments as requested, ensuring a professional and courteous experience.
• Assist residents and family members with questions and inquiries.

Qualifications:

• Bachelor's degree in a related field preferred (business administration, marketing, hospitality).
• Clear criminal background with DOJ and FBI clearance, and TB screening clearance.
• Strong verbal and written communication skills; bilingual abilities preferred. Ability to prioritize, organize, and take initiative to make timely decisions.
• 1–3 years of administrative or clerical experience, preferably in the senior living, retirement, or medical industry, with a strong customer service focus.
• Experience with CRM databases preferred (e.g., Salesforce, Matrix, Reps).
• Experience with desktop publishing or Photoshop preferred. Must be proficient in formatting reports, presentations, spreadsheets, graphics, and flyers.
• Demonstrates strong technical aptitude and advanced computer skills.
• Graphic design capabilities a plus.
• Highly self-motivated with a demonstrated commitment to continuous learning.
• Maintains an approachable, personable, and positive attitude.