Marketing & Sales - Office Coordinator

PURPOSE OF THE JOB
The Marketing Office Coordinator is responsible for providing direct administrative support to the Director of Sales & Community Affairs and general administrative support to the Marketing & Community Affairs Department. This support position will require the individual to maintain positive working relationships with all team members and managers of Plymouth Harbor and a willingness to “do what it takes.”

JOBS/RESPONSIBILITIES
1. Provide direct support to the Director.
2. Follow through on specific tasks and assignments and check in daily regarding priorities.
3. Provide clerical and administrative support to Life Plan Counselors.
4. Answer phone calls and take accurate messages.
5. Maintain and updates marketing databases (MatrixCare/REPS).
6. Assist in problem-solving and other service issues, redirecting as necessary.
7. Schedule and confirm appointments and meetings.
8. Handle special projects.
9. Provide first rate customer service (e.g., to incoming callers, walk-ins, prospects, Harbor Club members, residents, family members, guests, other staff).
10. Process incoming mail and invoices.
11. Process new Harbor Club wait list applications.
12. Provide support for social media, website, resident, and marketing portals.
13. Collect payments, write receipts, and coordinate with Accounting, recording transactions in marketing database (REPS) in timely manner.
14. Prepare contract signings/transfer agreements by collecting all necessary documentation from potential residents/residents, their personal references, and their physicians; scheduling health evaluations, orientations and contract signing meetings; and drafting and printing contract materials.
15. Set up and maintain resident and prospect files; secure files.
16. Prepare correspondence to prospects and residents.
17. Maintain the Discovery Room (marketing conference room) on a daily basis and set up other meeting spaces when applicable.
18. Prepare and maintain a constant supply of marketing packets and Full Disclosure books, updating contents as needed.
19. Manage office supply inventory and ordering.
20. Order company letterhead and business cards for all departments.
21. Order nametags for new Harbor Club members.
22. Order nametags and door nameplates for new/transfer residents and distribute new keys.
23. Track move-ins, move-outs, transfers, and relocations.
24. Coordinate Welcome Basket, floral arrangements, or gifts from Marketing for resident Move-In Day.
25. Coordinate with Accounting/Resident Billing to ensure accurate dates for beginning and/or ending fees.
26. Assist in the planning of and be available to work Marketing events.
27. Assist as needed with other departments for other events.
28. Assist in community relation initiatives with distribution of marketing promotional items to possible referral sources.
29. Prepare email marketing and bulk mailing of the monthly newsletter Harbor Light, event invitations, greeting cards, etc.
30. Prepare and distribute in house materials (e.g., Resident Association bulletin, directories, fee schedules).
31. Assist in other marketing initiatives and projects as assigned.
32. Maintain a professional appearance at all times.
33. Perform other duties as deemed necessary and appropriate, or as may be directed.
34. Attend and participate in workshops, seminars, and mandatory in-services as approved or required.
35. Maintain work area, equipment, and supplies in a clean, sanitary, and organized manner. Ensure that work areas are neat and confidential materials are properly stored before leaving area on breaks, end of workday, etc.
36. Work safely; complying at all times with Plymouth Harbor safety standards.
37. Call 555 in the event of an emergency.

SUPERVISORY RESPONSIBILITY

• This position has no supervisory responsibilities.

QUALIFICATIONS

Education:

• High school diploma or equivalent. Associate degree or Bachelors’ degree preferred.

Experience:

• Must have administrative assistant experience in a sales or marketing environment.

General:

• Must be a self-starter with strong organizational skills.
• Must have outstanding clerical and telephone skills; proficient typing/keyboard skills with a minimum of 55 w.p.m.
• Must possess exceptional proofreading skills.
• Must have experience in taking dictation and notes for meetings, preparing, and updating reports, composing correspondence, and operating and maintaining copy/fax machines and other office equipment.
• Must be a detail-oriented person and able to perform duties with great accuracy on a daily basis.
• Must have excellent personal skills, demonstrating the ability to conduct oneself in a non-controversial style; a style that inspires the respect of others and promotes a sense of trust in the individual’s competence.
• Must have good communication skills; speaking, writing, and listening.
• Must be fluent in English.
• Must possess advanced computer skills including working proficiency in Microsoft Office Suite, especially Word, Excel, PowerPoint, Access, and Outlook.
• Must be familiar and proficient in working with various Social Media platforms (e.g., Facebook, Instagram, Twitter, Snap Chat, Hootsuite).

CERTIFICATES/LICENSES/REGISTRATIONS

• Must have current certification as a Notary Public in the State of Florida.

PERSONAL REQUIREMENTS

• Possess the ability to interact professionally and efficiently with a diverse group of people, including prospects, residents, Board members, management, staff, and vendors.
• Support Plymouth Harbor’s mission, striving daily to ensure the best possible outcomes for the health and well-being of residents and staff.
• Maintain high personal standards for performance and encourage others to do the same.
• Must be able to get along with others and work as a team player.
• Maintain confidentiality in all Plymouth Harbor, resident, and team member matters.
• Use good judgement and make independent decisions when circumstances warrant such action.
• Work harmoniously with all persons residing in, employed by, or associated with, the organization.
• Be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• Wear Plymouth Harbor team member i.d. badge at all times when on duty.
• Abide by the dress and grooming guidelines established for the department and possess good personal hygiene habits.

PHYSICAL REQUIREMENTS

• Must possess fully functioning sense of sight/hearing or use prosthetics that will enable these senses to function adequately in order to do the job.
• Must be able to sit, stand, walk, and move throughout the workday (lifting, carrying, bending, squatting, reaching, kneeling, pushing, pulling, twisting) using good body mechanics.
• Must be able to lift/push up to 25 pounds.
• Must be able to sit for long periods of time.
• Must be able to stand for long periods of time.
• Must be able to cope with the physical and emotional demands of the position.