Purpose of Job: Assist the sales team to maintain high levels of residential living occupancy by: utilizing the CRM database of prospects, follow-up with telephone calls or mailings, maintain active relationships with prospects and those on the waiting list. Assemble marketing and move-in materials, maintain inventory of supplies, coordinate RSVP's for special marketing events, assist with set-ups for events and represent WHV externally as a sales representative promoting positive awareness. Introduction: Your job description has been designed to outline the responsibilities of your specific job title. Every effort has been made to include all items. It is understood that since you work in the service industry that NOT all situations can be listed. We encourage you to provide the best customer services possible while accomplishing the tasks of your job. The omission of specific duties or responsibilities does not mean that you should not complete the task. Administrative Functions: Maintain a good work rapport with inter-departmental personnel. Assist in planning, developing, organizing & implementing departmental activities. Assist coordinating departmental service with other departments. Adhere to all WHV policies and procedures. Perform administrative duties such as: filing, completing forms, reading memos and attend meetings, as directed. Create and maintain a good customer service environment. Training/In-Service Attendance: Attend and participate in all required in-services and workshops as directed. Safety and Sanitation: Follow and establish safety procedures & precautions; including fire and disaster plans. Report all injuries immediately to your supervisor. Lift using proper technique. Assist others when directed. Report all unsafe and hazardous conditions and equipment to your supervisor. Maintain a work area that is clean and hazard free. Follow all infection control procedures as they apply & use personal protective equipment when appropriate. Equipment and Supply Usage: Report all equipment malfunctions or breakdowns immediately. Report low or depleted supplies to the appropriate person. Use equipment for its intended purpose. Follow correct official procedures when using equipment. Resident Rights: Maintain the confidentiality of resident information. Handle all resident property with respect. Knock before entering into a residents room or dwelling. Ensure that residents are treated fairly & with respect allowing for individuality and privacy. Uphold residents' civil rights. Regulatory Compliance: Follow all OSHA, CDC guidelines. Review Safety Data Sheets prior to working with any chemicals. Treat all team members fairly and equally without regard to race, color, creed, national origin, age, sex, sexual orientation or expression, religion, handicap or marital status. Adhere to all local, state or federal regulations as they apply. Completes annual compliance training. Abides by White Horse Village's Code of Conduct in the performance of their duties. Committee Function: Serve on committees as assigned. When serving on a committee, participate to the fullest of your ability. Position Specific Duties:
- Responsible for proper lead intake in meeting follow up expectations.
- Makes sure that the CRM with its activities, status codes, etc. are compliant.
- Coordinate application paperwork from reservation to 10% deposit.
- Responsible for the professional handling of all incoming inquiries.
- Welcomes prospects and guests to the sales center. Receives all persons who enter the sales center in a courteous and congenial manner. Offers refreshments and provides answers to initial questions.
- Provide back-up support for Sales Director/Manager as directed to promote the sales process through ongoing contact with a prospective resident via telephone, personal visits, tours, events, seminars, and home visit activities as appropriate resulting in an average of 1-2 sales per month for the community.
- Manages all information relating to the prospective resident/inquiry: communication with administration, communication with direct supervision and accurate documentation of all contacts in the Leads Management System/CRM.
Compliance Requirements:
- Completes annual compliance and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of duties.
- Adheres to the Organizations Policies and Procedures regarding the Compliance Program of the organization and is timely in reporting any possible concerns.
- Follows all local, state and federal regulations as they pertain to the position.
- Adheres to the Organization's Policy and Procedures covering Privacy and Security in Compliance with HIPAA regulations.
VALUES:
- Compassion: Demonstrate care and empathy in all our interactions.
- Inclusiveness: Create a diverse environment that is welcoming and accepting.
- Growth: Explore opportunities for learning and change.
- Generosity: Give of oneself to benefit others.
- Respect: Value the worth of each person.
- Relationships: Develop meaningful connections with one another.
- Stewardship: Commit to use our resources wisely.
We are looking for someone with exceptional customer service and attention to detail. Sales experience in a senior living community and also using a CRM, preferably MatrixCare.