Sales Administrative Assistant Full-time Job

Interested in a Career in Sales?? The Village at Gainesville is Hiring an Administrative Assistant for our Sales Department!

WE’RE WAITING TO HEAR FROM YOU. COME JOIN OUR FAMILY AND GROW YOUR CAREER WITH US!

Our team is only as strong as each individual contributor – which is why we focus our energy on hiring people who are friendly, hardworking and have a true passion for serving older adults.

After all, residents aren’t guests in our community; we’re working in their home.

Position Title: Sales Administrative Assistant

Position Type: Full-Time

Position Overview: The Administrative Assistant is responsible for coordinating the daily activities of the sales office while assisting and supporting the Sales Team that is responsible for achieving the sales and occupancy goals and other metrics as defined by the Marketing and Sales Plan. This position functions as the department’s administrative support and serves as a liaison for clients. This individual will be responsible for supporting the Sales Staff in the distribution of client communication, coordinating events, and department logistics for our full service, upscale retirement community consisting of independent living, assisted living and memory support. The Administrative Assistant is responsible for supporting prospective residents, families, and caregivers during the initial stages of moving into the community, acting as the go between for the client and the sales counselor for all move in documentation. Success of this associate relies on this individual being highly organized, computer literate, and delivering excellent customer service.

Essential Job Functions:

• Availability to work some weekends for scheduled moves (hours may be adjusted during the weekdays) and as part of the Sales Office rotation for coverage when requested.

• General administrative responsibilities in the management of office activities, including operating all business systems, phones, hospitality items, and ordering needed office supplies, greeting all guests, and offering/providing refreshments or accommodations to guests.
• Responsible for proper coding of invoices and accruals in BirchStreet for the Accounting Department.
• Responsible for weekly update of Company Occupancy Report and distribution to Corporate.
• Enter all new leads in the CRM database, manage the UPS log of new leads and equal distribution of leads to sales team.
• Assist with the management of the marketing and sales calendar and appointment schedule for the Sales Team.
• Assist the Marketing Team with the tactical aspects of implementing the
• Marketing and Sales Plan, making necessary appointment setting call outs to book appointments.
• Help plan, coordinate logistics and set up for all Informational/Educational Meetings and Special Events/Presentations and Manage reservations.
• Be the primary resource for implementation of the CRM Database software as well as run reports of sales metrics and ratios to support Sales Leader in performance management tasks.
• Report metric data and statistical information regarding the activities for preparation of weekly and monthly reports by the Sales Team.
• Collect and manage the data to track leads and results from traditional marketing campaigns (print advertising, direct mail, marketing automation or e-mail campaigns, etc.).
• Prepare sales & marketing communications to Depositors, Future Residents, Residents, Prospective Residents, Operations Team and Management Team(s) as directed.
• Coordinate information and paperwork that is needed or requested during the qualification or admissions process.
• Schedule agreement/contract signings with new residents, provide keys, and collect all necessary paperwork for the sales staff.
• Coordinate all move-in activities for new residents. Complete final walk through of residential accommodations and communicate with other departments and moving/relocation firms to ensure a successful and smooth move.
• Coordinate weekly team transition meetings with the sales staff.
• After a sale is completed by Sales Department, this individual is the primary contact (go-to person) for transitions into Independent Living (IL) and Assisted Living (AL) and Memory Support (MS), Residents and their families.
• Provide tours as support to the sales team when needed.
• Coordinates apartment readiness with inhouse staff and responds to resident and family requests and concerns promptly and according to policies.
• Responsible for Move-In tracking and documentation and for sending prompt and accurate communication forms when transitions are taking place in the community. Maintains the open apartment inventory list and the in-house waiting list of residents wishing to occupy an apartment of their first choice.
• Assist with coordination of new resident housewarming parties and other referral programs as assigned.
• Collaborate with Sales and Health Services teams to ensure support for residents moving in, including requesting medical paperwork from physicians.
• Work with residents and families to acquire necessary financial documentation for qualification for admission. Coordinate with the Billing office for approvals.
• Perform other duties as assigned.

Position Qualifications:

• College Degree preferred.
• Minimum of 5 years’ experience in Senior Living or Healthcare related support preferred, directly related to the duties and responsibilities required.

Environment: The Village at Gainesville offers a highly professional, engaging, team-centered environment where associates can grow professionally, and have a positive impact on the lives of the seniors that we serve. If you have a passion for serving others and are dedicated to improving the lives of seniors, this is the employment opportunity for you!

Location: While our 104-acre campus has all the amenities of a small town, sometimes it’s nice to explore off campus. Just 10 minutes away, you’ll find shopping, theaters and restaurants. Gainesville is home to the University of Florida, which is one of the largest universities in the United States as well as Santa Fe College, recently ranked #1 community college in the US. Gainesville is highly recognized as a great place to live and work.

The Village at Gainesville provides equal employment opportunities (EEO) to all associates and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, age, disability or genetics. In addition to federal law requirements, The Village complies with applicable state and local laws governing nondiscrimination in employment.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Relocation assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Gainesville, FL 32606: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What is your desired pay rate?

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Assistant: 1 year (Required)
• Sales: 1 year (Preferred)

Work Location: One location