Sales & Marketing

The Sales & Marketing Assistant/Move-in & Move-Out Coordinator is responsible for providing direct administrative and logistics support to the Aviva Senior Living Sales, Marketing, and Communications Department.

Essential Functions include, but are not limited to:

• Coordinate move-ins, transfers, and move outs for IL/AL.
• Maintain inventory and status of apartments.
• Complete data entry and mining with CRM software.
• Assist with call blitzes.
• Prepare paperwork/marketing materials (including leases) for prospects/new residents, including setting up new resident files and resident handbooks and preparing (mail or email) marketing packets.
• Conduct tours/follow-up with prospective residents/families, when Sales Counselors are not available.
• Schedule and confirm appointments for sales team.
• Assist with event planning, including refreshments; coordinate event/function paperwork.
• Manage office supply inventory and ordering, including company letterhead and business cards.
• Prepare and maintain office supply budget.
• Process incoming mail.
• Assist in problem solving and other service issues and redirecting as necessary.

• Associate’s or Bachelor’s degree preferred.
• Minimum of three years’ experience as an administrative assistant in a sales or marketing environment preferred.

Knowledge, Skills and Abilities Required

• Able to maintain positive working relationships with all employees and managers of Aviva Senior Living.
• Willingness to “do what it takes.”
• Self-starter with strong interpersonal communication skills, both written and verbal.
• Strong organizational skills.
• Good follow-through on tasks, assignments, and projects to ensure timely completion, and good attention to detail.
• Exceptional proofreading skills.
• Advanced computer skills including working proficiency in Microsoft Office Suite and CRM software.
• Able to interact professionally and efficiently with a diverse group of people, including prospects, residents, Board members, management, staff and vendors.
• Able to work harmoniously with all people residing in, employed by, or associated with, the organization.
• Able to relate to work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• Able to maintain confidentiality in all Aviva Senior Living, resident, and employee matters.
• Must abide by the dress and grooming guidelines established for the department and possess good personal hygiene habits.