Marketing and Sales Assistant
Job Description
Position Title: Marketing & Sales Assistant
Department: Marketing
Reports To: Marketing & Sales Director
FLSA Status: Non-Exempt
General Purpose
Provides administrative and operational support to the Marketing & Sales Director. Assists in coordinating marketing efforts, resident move-ins/move-outs, database management, event logistics, and collateral material distribution to ensure the smooth functioning of the Marketing Department.
Core Expectations
Person-Centered Community:
We honor the fact that our workplace is our residents’ home and community. Team members are expected to be care partners who develop warm, respectful, and meaningful relationships with residents. These relationships foster a sense of identity, growth, autonomy, security, connectedness, meaning, and joy.
Customer Service:
Maintain high standards of guest relations and customer satisfaction through responsive, friendly service and by taking ownership of customer needs and concerns.
Safety:
Follow departmental safety protocols and promote a safe environment. Report and address unsafe conditions promptly.
Teamwork:
Be proactive, reliable, and positive. View all coworkers as customers and contribute to a culture of collaboration. Maintain professionalism and respect, even in challenging situations.
Quality Focus:
Strive for excellence in fulfilling job responsibilities. Understand how individual performance supports departmental goals and participate in performance improvement initiatives.
Essential Duties
Move-In/Move-Out Coordination for Independent Living (IL) Residents
Schedule meetings with reservation depositors to review move-in packets.
Assist depositors in completing move-in documentation and distribute information to relevant departments.
Coordinate move-in appointments to finalize payments and distribute keys, access cards, and garage openers.
Maintain welcome board, collect photos and bios for display.
Update Sherpa database with move-in dates.
Coordinate with departments to set up meal plans and emergency pendants.
Assign parking spaces.
Ensure apartments are ready for move-in (toilet paper, flowers, welcome card).
Purchase and arrange delivery of new resident welcome gifts.
Support the mentor program to help new residents acclimate.
Conduct follow-up visits to review handbooks and safety protocols.
Coordinate move-out dates and apartment clearance.
Collect returned items (keys, access cards, emergency pendants, garage openers).
Marketing Collateral, Supplies, Social Media, and Advertising
Order and manage inventory of marketing materials and supplies.
Facilitate the mailing of brochures, event invitations, and newsletters.
Enter new leads into the database.
Assist with photography and video shoots.
Administrative & Database Support
Assist with occupancy report preparation.
Process waitlist applications and send acceptance letters.
Maintain bridge loan list.
Prepare and submit financial applications for review.
Assemble and maintain resident files.
Manage contract documentation for new residents and terminations per Wesley Woods procedures.
Prepare the marketing office and model units for sales appointments.
Update occupancy boards.
Complete department expense reports and invoice submissions.
Event Support
Participate in planning and coordinating marketing events.
Complete event forms for dining services.
Coordinate event setup and breakdown.
Track RSVPs in Sherpa.
Training
Attend required training and education annually.
Performs other duties as assigned.
Supervisory Responsibilities
This position does not include supervisory duties.
Qualifications
Education/Experience:
High school diploma or GED; 1–3 months of related experience and/or training; or an equivalent combination of education and experience.
Language Skills:
Ability to read and interpret business/professional materials. Write reports and procedure manuals. Communicate effectively with management, clients, and the general public.
Mathematical Skills:
Proficient in basic math including addition, subtraction, multiplication, division, percentages, ratios, and interpreting graphs.
Reasoning Ability:
Able to understand and follow written/oral instructions. Solve practical problems involving multiple variables.
Certificates/Licenses:
None required.
Physical Demands
| Activity | Amount of Time |
|---|---|
| Stand | 1/3 to 2/3 |
| Walk | 1/3 to 2/3 |
| Sit | Over 2/3 |
| Use hands to handle or feel | 1/3 to 2/3 |
| Reach with hands and arms | 1/3 to 2/3 |
| Climb or balance | Under 1/3 |
| Stoop, kneel, crouch, or crawl | Under 1/3 |
| Talk or hear | Over 2/3 |
| Taste or smell | Under 1/3 |
Lifting Requirements
| Weight | Amount of Time |
|---|---|
| Up to 10 lbs | Under 1/3 |
| Up to 25 lbs | Under 1/3 |
| Up to 50 lbs | None |
| Over 50 lbs | None |
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment
| Condition | Amount of Time |
|---|---|
| Moderate Noise (e.g., office) | Typical |
| Wet or humid conditions | Under 1/3 |
| Mechanical parts, fumes, chemicals | None |
| Outdoor weather | Under 1/3 |
| Extreme heat/cold, radiation, etc. | None |
Additional Information
Reports to the Marketing & Sales Director.
Generally works a 40-hour week; flexibility is required for occasional evening or weekend events.
Must adhere to all community policies and confidentiality requirements.
This job description outlines key duties and responsibilities. It is not intended to be an exhaustive list and may be adjusted by management at any time as necessary.