Overview The overall purpose of this job is to provide support for both sales and administration for leadership and staff in a community. Sales responsibilities of this job include assembling sales packets, organizing marketing events, scheduling tours, answering questions from prospects and conducting community tours if/as the need arises. The role will provide equal amounts of time supporting both the operations of the community as well as the community Senior Living Consultant. This role reports to the Senior Living Consultant. Administrative responsibilities include providing clerical and administrative support to management, generating reports, keeping records, coordinating activities, supporting special projects, and maintaining a dependable and efficient workspace. Supports and lives out Immanuel's Mission and CHRIST Promises.
Responsibilities Key Areas Key Responsibilities and Duties of the Job Front Desk Support (when needed)
- Answers and directs phone calls to appropriate parties or takes messages.
- Greets visitors, residents, guests, families, and vendors; provides assistance or defers as appropriate.
Sales Support
- Answers sales calls and assists in light-discovery with prospects and families as needed.
- Assists prospects with information as determined by the Senior Living Consultant (SLC).
- Responsible in understanding and using Immanuel's DEI sales fundamentals to provide support.
- Responsible in assisting SLC in maintaining and keeping Customer Relationship Management (CRM) system current and accurate.
- Assembles sales and other promotional materials for sales process.
- Organizes and supports day-of activities for marketing events at direction of SLC.
- Manages marketing and promotional item inventory, coordinating with home office to maintain inventory levels.
- Conducts prospect/family and sales discussions tours when the SLC is unavailable.
- Answers prospect/family questions when SLC is unavailable.
Office Support
- Completes administrative tasks for management and staff as needed.
- Serves as point-of-contact for questions and concerns from interested parties (as assigned).
- Drafts, copies and distributes documents (e.g. community calendars, resident memos, bulletin board notices) to appropriate audiences, as needed.
- Sorts and forwards mail, interoffice envelopes, and other business related items.
- Provides backup support when needs arise.
Office Maintenance
- Maintains office equipment including arranging service calls, trouble shooting, and refilling paper, toner, etc.
- Maintains office supply inventory by ordering, distributing, and storing supplies.
Special Projects
- Supports special projects as determined by SLC and Executive Director.
- Coordinates or assists with activities for employees or residents at the direction of Executive Director.
Other
- Performs other duties as assigned or requested by supervisor and Executive Director.
Qualifications Education-
- Associate's degree in marketing, communication, public relations, or a related field.
- Equivalent years of experience may be substituted for education requirement
Experience-
- Two (2) years of direct administrative/secretarial or related experience is required.
- Equivalent years of education may substitute for experience requirement.
KSA- Knowledge Skills and Abilities-
- Knowledge of phone systems and phone etiquette.
- Skills in all Microsoft Office suite offerings, including: Outlook, Word, Excel, Publisher, etc.
- Skills in database entry, ability to quickly learn CRM.
- Skills in editing documents for proper punctuation and spelling.
- Skills in providing excellent customer service.
- Skills in professional written and verbal communication.
- Ability to pay attention to detail .
- Ability to prioritize, multitask, and to be organized.
- Ability to remain flexible/adaptable as daily priorities change.
- Ability to work with all types of people in a professional and courteous manner.
- Ability to work with frequent interruptions.
- Ability to take initiative to follow through in completing task/projects as assigned.