Administrative Assistant - Shannondale of Maryville

Covenant Living Communities and Services•Maryville, TN

13d•$17 - $21

About The Position

We Are Inspired to Serve. Join us! This key administrative position provides assistance to the sales director and the sales team by performing designated sales and marketing support tasks for residential and assisted levels of living, as applicable at the community. The role is collaborative between all sales teams at community. Additionally, this position provides office management, clerical, and receptionist tasks for the sales department. The sales administrative assistant is often the first contact a prospective resident has with the organization and community and therefore sets the tone of competence, caring and hospitality. This position reports directly to the community sales director and is clerical and supportive in nature. The sales assistant position respectfully interacts with all residents, family members, visitors and co-workers, and maintains a positive customer service relationship practicing honesty and integrity in all aspects of job performance.

Requirements

Required Degree: High school education
Experience: Minimum of one-year related office experience providing clerical or administrative support.
Successful experiences in a highly visible office with public interaction; experience in sales and/or marketing or healthcare related position preferred.
Knowledge of senior care, senior living lifestyle preferred but not necessary.
Ability to remain calm in an emergency.
Complete confidentiality when circulating general information.
Proficient in Microsoft Office Suite.
Must be able to deal tactfully with staff, residents, family members, visitors and public and have an interest in and desire to work with older adults.
Must have the ability to deal with the public in a pleasant and professional manner.
Must be tactful and possess excellent communication skills (written and verbal, English), and be able to communicate effectively with administration, staff, residents and others with whom this position has contact.
Good organizational skills and ability to plan and carry out responsibilities with limited supervision and direction are essential.
Must be dependable, flexible, motivated and the willingness to take initiative.
Most of the time is spent not spent in an office setting; mobility is necessary to move about the market area.
This position requires occasional handling of lightweight materials and the physical ability to use the telephone, computer terminal, printer, and other related office equipment.
The ability to staff a display in a public setting is necessary.

Nice To Haves

Preferred Degree: College or business education
Experience with CRM software a plus!

Responsibilities

Greets all individuals who contact or visit the sales office and provides appropriate information and/or refer to Sales Director or appropriate sales staff (assisted living, skilled care).
Responds to requests for information by sending designated letters and brochures, enters inquiry data into the approved CRM sales software and redirect to sales director and assisted living sales staff pending requests.
Answers incoming calls, direct as appropriate, correctly record message and/or contact data and provide requested information if needed.
Responds to inquiries coming from the organization’s website and proxy email, by mailing requested information and/or redirecting to Sales Director or appropriate assisted living sales staff.
Assists or conducts tours of residential and assisted living as directed.
Coordinates marketing special events including, but not limited to, preparing and sending invitations, verifying attendance, preparing and distributing special events form, scheduling units for tour, and final preparations for the event.
Prepares orientation packets, move-in info, phone directory, and name plate for new residents in residential and assisted living. Schedules resident host/hostess.
Prepares and takes welcome gifts and area information to the apartment home and place appropriately.
Provides administrative support to sales director and assisted living sales staff including, but not limited to, preparation of correspondences, key reports, and memos, tracking of apartment extras, preparing apartment finishes forms, supports the occupancy cycle and admission/move-in process information for residential and assisted living.
Prepare and organize applicants file and makes sure all forms are in place including reservation agreements and applicable residency forms.
Maintains a presentable, professional, and well-organized office that is conducive to comfortably welcoming prospective residents and their families, current residents and their families, vendors, and other visitors at any time.
Maintains and organizes department storage areas in an orderly manner, keeping an inventory of supplies and ordering as needed such as office supply inventory, ensuring all collateral promotional pieces are stocked and ordered as necessary.
Utilize resident volunteers and/or concierge to prepare the brochures and application for distribution.