Sales Support Specialist

2 weeks ago

Newtown Square, Pennsylvania, United States White Horse Village Full time
Job Overview

Objective:

Support the sales team in achieving optimal occupancy levels in residential living by leveraging the CRM database of potential clients. This includes proactive follow-ups through calls or mail, nurturing relationships with prospects and individuals on the waiting list. Responsibilities also include assembling marketing materials, managing inventory, coordinating RSVPs for promotional events, assisting with event setups, and representing White Horse Village in a positive light as a sales ambassador.

Role Summary:

This job description outlines the essential responsibilities associated with the Sales Coordinator position. It is designed to encompass all relevant tasks; however, it is acknowledged that not every scenario can be detailed due to the dynamic nature of the service industry. We encourage the delivery of exceptional customer service while fulfilling job responsibilities. The absence of specific duties does not imply that they should not be completed.

Administrative Responsibilities:

Foster a collaborative working relationship with colleagues across departments.

Assist in the planning, development, organization, and execution of departmental initiatives.

Facilitate coordination of services between departments.

Comply with all organizational policies and procedures.

Perform administrative tasks such as filing, completing forms, reviewing memos, and attending meetings as required.

Contribute to a positive customer service atmosphere.

Training and Development:

Participate in all mandatory training sessions and workshops as directed.

Health and Safety:

Implement and adhere to safety protocols and emergency plans.

Report any injuries to your supervisor immediately.

Utilize proper lifting techniques and assist others when necessary.

Notify your supervisor of any unsafe conditions or equipment.

Maintain a clean and hazard-free workspace.

Follow infection control protocols and use personal protective equipment as needed.

Equipment and Supplies Management:

Report equipment malfunctions promptly.

Notify the appropriate personnel regarding low or depleted supplies.

Use equipment according to its intended purpose.

Adhere to official procedures when operating equipment.

Resident Privacy:

Safeguard the confidentiality of resident information.

Handle resident property with care and respect.

Knock before entering a resident's room or living space.

Ensure fair and respectful treatment of residents, honoring their individuality and privacy.

Uphold the civil rights of all residents.

Compliance Standards:

Adhere to all OSHA and CDC guidelines.

Review Safety Data Sheets before handling any chemicals.

Treat all team members equitably, regardless of race, color, creed, national origin, age, sex, sexual orientation, religion, disability, or marital status.

Comply with all applicable local, state, and federal regulations.

Complete annual compliance training.

Abide by the organization's Code of Conduct in all duties performed.

Committee Participation:

Serve on assigned committees and engage fully in committee activities.

Specific Job Duties:

  • Ensure proper lead intake and follow-up procedures are met.
  • Maintain compliance of CRM activities and status codes.
  • Coordinate application documentation from reservation to deposit.
  • Professionally manage all incoming inquiries.
  • Welcome prospects and visitors to the sales center, providing courteous service and refreshments while addressing initial inquiries.
  • Support the Sales Director/Manager as needed to enhance the sales process through ongoing communication with prospective residents via phone, visits, tours, events, and home visits, aiming for an average of 1-2 sales monthly.
  • Manage all information related to prospective residents, ensuring accurate documentation in the Leads Management System/CRM.

Compliance Responsibilities:

  • Complete annual compliance and HIPAA training, demonstrating adherence to the Code of Conduct.
  • Follow organizational policies regarding compliance and report any concerns promptly.
  • Comply with all relevant local, state, and federal regulations.
  • Adhere to policies covering privacy and security in accordance with HIPAA regulations.

Core Values:

  • Compassion: Show care and empathy in all interactions.
  • Inclusiveness: Foster a diverse and welcoming environment.
  • Growth: Seek opportunities for learning and development.
  • Generosity: Contribute selflessly for the benefit of others.
  • Respect: Acknowledge the inherent worth of every individual.
  • Relationships: Build meaningful connections with others.
  • Stewardship: Use resources responsibly and wisely.

We seek an individual with outstanding customer service skills and meticulous attention to detail. Experience in sales within a senior living context and familiarity with CRM systems, particularly MatrixCare, is preferred.

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