Job Description

Hollenbeck Palms is seeking a detail-oriented and professionally experienced Sales & Marketing Assistant to provide administrative, CRM, and design support to our Sales & Marketing Department. This role is best suited for a candidate with office-based administrative experience, strong customer service skills, and hands-on familiarity with Canva, Photoshop, or similar graphic design tools. The ideal candidate is a reliable, organized, self-starter comfortable working in a structured environment supporting leadership, residents, families, and cross-functional teams. While marketing exposure is helpful, the primary focus of this role is administrative coordination, CRM accuracy, and marketing material support, rather than content creation or social media influencing.

Responsibilities:

Administrative & Sales Support

1. Provide consistent administrative and coordination support to Sales & Marketing leadership.
2. Maintain accurate, timely records in the CRM system, including leads, follow-ups, and reports.
3. Answer incoming calls professionally and serve as a point of contact for prospective residents and families.
4. Coordinate resident move-in logistics, including scheduling, documentation, apartment readiness, and orientation support.
5. Exercise sound judgment in resolving routine issues and escalating appropriately.
6. Organize and maintain the supply room and replace supplies as necessary.
7. Assist in creating weekly/monthly sales reports including tracking tours, deposits and occupancy levels.

Graphic & Marketing Support

1. Create, update, and format marketing materials using Canva, Photoshop, Publisher, or similar tools as directed.
2. Assist with preparation and distribution of marketing collateral, emails, flyers, and correspondence.
3. Support tours, events, and outreach activities through coordination and logistics (not sales quotas) as directed.

Collaboration & Professional Presence

1. Conduct apartment walk-throughs with Member Services and report findings to leadership.
2. Escort vendors, clients, and staff professionally as needed.
3. Attend meetings and prepare organized notes and follow-up items.
4. Handle confidential resident and donor information with discretion and professionalism

Requirements

Qualifications:

1. Bachelor’s degree in Business Administration, Marketing, Communications, Healthcare
2. Administration, or related field.
3. Minimum 2 years of office-based administrative or coordination experience (not solely
4. freelance or self-employment).
5. Demonstrated customer service experience in a professional, in-person or phone-based
6. environment.
7. Proficiency with Canva and/or Photoshop for business/administrative marketing
8. materials.
9. Experience using a CRM or database systems
10. Strong written and verbal communication skills; high attention to detail.
11. Ability to pass DOJ/FBI background clearance and TB screening.
12. Ability to work on-site in a professional office environment.

Preferred Qualifications

• Prior experience in senior living, healthcare, hospitality, nonprofit, or service-oriented organizations.
• Familiarity with CRM platforms such as Salesforce, Matrix, Welcome Home, Yardi or similar.
• Stable employment history demonstrating reliability and follow-through.
• Bilingual skills preferred.

Physical Requirements of Position

Subject to any necessary and available reasonable accommodations.

Physical requirements reflect those typically associated with an office clerical position, and any necessary reasonable accommodations will be provided as per company policies and guidelines.