Job Description

Job Location: Kobernick House - Sarasota, FL 34235
Salary Range: $50,000.00 - $55,000.00 SalaryThe 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.

Qualifications
- 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.