Plymouth Harbor on Sarasota Bay offers an onsite Marketing & Sales Office Coordinator role in Sarasota, FL to support the Director of Sales & Community Affairs and the Marketing/Community Affairs Department. You will manage office operations, databases, events, and resident relations, playing a key role in resident experiences and community programs.
This position is based onsite in Sarasota and involves collaboration with Life Plan Counselors, Harbor Club members, residents, families, and staff to deliver high levels of service and engagement.
You will join a mission-driven team dedicated to the health and well-being of residents and staff, with daily opportunities to contribute to communications, events, and community outreach.
Responsibilities
- Provide direct support to the Director of Sales & Community Affairs.
- Follow through on specific tasks and assignments and check in daily regarding priorities.
- Provide clerical and administrative support to Life Plan Counselors.
- Answer phone calls and take accurate messages.
- Maintain and update marketing databases (MatrixCare/REPS).
- Assist in problem solving and other service issues, redirecting as necessary.
- Schedule and confirm appointments and meetings.
- Handle special projects.
- Provide first rate customer service to incoming callers, walk-ins, prospects, Harbor Club members, residents, family members, guests, and other staff.
- Process incoming mail and invoices.
- Process new Harbor Club wait list applications.
- Provide support for social media, website, resident, and marketing portals.
- Collect payments, write receipts, and coordinate with Accounting, recording transactions in the marketing database (REPS) in a timely manner.
- Prepare contract signings and transfer agreements by collecting documentation, references, and physician information; scheduling health evaluations, orientations and contract signing meetings; and drafting and printing contract materials.
- Set up and maintain resident and prospect files and secure files.
- Prepare correspondence to prospects and residents.
- Maintain the Discovery Room (marketing conference room) daily and set up other meeting spaces as needed.
- Prepare and maintain marketing packets and Full Disclosure books, updating contents as needed.
- Manage office supply inventory and ordering.
- Order company letterhead and business cards for all departments.
- Order nametags for new Harbor Club members.
- Order nametags and door nameplates for new/transfer residents and distribute new keys.
- Track move-ins, move-outs, transfers, and relocations.
- Coordinate Welcome Basket, floral arrangements, or gifts from Marketing for Move-In Day.
- Coordinate with Accounting/Resident Billing to ensure accurate dates for beginning and ending fees.
- Assist in planning and being available to work Marketing events.
- Assist as needed with other departments for other events.
- Assist in community relation initiatives with distribution of marketing promotional items to possible referral sources.
- Prepare email marketing and bulk mailing of the monthly Harbor Light newsletter, event invitations, greeting cards, etc.
- Prepare and distribute in house materials (e.g., Resident Association bulletin, directories, fee schedules).
- Assist in other marketing initiatives and projects as assigned.
- Maintain a professional appearance at all times.
- Attend and participate in workshops, seminars, and mandatory in-services as approved or required.
- Maintain work area, equipment, and supplies in a clean, sanitary, and organized manner; keep confidential materials stored properly.
- Work safely and comply at all times with Plymouth Harbor safety standards.
- Call 555 in the event of an emergency.
Requirements and Qualifications
- High school diploma or equivalent; Associate degree or Bachelor’s degree preferred.
- Administrative assistant experience in a sales or marketing environment.
- Self-starter with strong organizational skills.
- Outstanding clerical and telephone skills; proficient typing/keyboard skills with a minimum of 55 w.p.m.
- Exceptional proofreading skills.
- Experience in taking dictation and notes for meetings, preparing and updating reports, composing correspondence, and operating copy/fax machines and other office equipment.
- Detail-oriented with high accuracy in daily tasks.
- Excellent personal skills, conducting oneself in a non-controversial style that earns respect and trust.
- Good communication skills; speaking, writing, and listening.
- Fluent in English.
- Advanced computer skills including Microsoft Word, Excel, PowerPoint, Access, and Outlook.
- Familiar with and proficient in working with various social media platforms (Facebook, Instagram, Twitter, Snap Chat, Hootsuite).
- Current Notary Public certification in the State of Florida.
- Ability to interact professionally with a diverse group of people including prospects, residents, Board members, management, staff, and vendors.
- Support Plymouth Harbor’s mission and strive for the health and well-being of residents and staff.
- Maintain high personal standards and be a team player who respects confidentiality.
- Use good judgement and make independent decisions when necessary.
- Work harmoniously with all persons associated with the organization.
- Relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile individuals.
- Wear Plymouth Harbor team member i.d. badge at all times while on duty.
- Adhere to dress and grooming guidelines and maintain good personal hygiene.
Technology
- MatrixCare
- REPS
- Facebook
- Instagram
- Twitter
- Snap Chat
- Hootsuite
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Access
- Microsoft Outlook
Notary and Certifications
Notary Public in the State of Florida required.
Physical and Personal Requirements
- Fully functioning sight and hearing or suitable prosthetics to perform the job.
- Ability to sit, stand, walk, and move throughout the workday; lifting, carrying, bending, squatting, reaching, kneeling, pushing, pulling, twisting as needed.
- Lift or push up to 25 pounds.
- Ability to sit for long periods and stand for long periods.
- Ability to cope with the physical and emotional demands of the position.
Supervisory Responsibility
This position has no supervisory responsibilities.
