Community Engagement Assistant

Phoenix Senior Living•Hopkinsville, KY

About The Position

The Community Engagement Assistant (Move-in Coordinator) supports the Sales & Marketing team in achieving the community’s occupancy and revenue goals. The position helps maintain the sales and marketing database and collateral, coordinates move-in paperwork, and prepares residents’ administrative files. Following Phoenix quality service standards and core values, the assistant guides residents and their families through orientation and helps ensure each move-in is smooth and successful. The role reports directly to the Executive Director and works with the Executive Director and Community Engagement Director on prospect relations, sales goals, resident billing data, and community presentation. It also handles incoming calls, greets prospective employees, and coordinates the resident move-in process, including paperwork, orientation, and arrangements for the resident and family on move-in day.

Requirements

One year of experience in a sales administrative role.
Proven customer service experience and skills.
Understanding of infection control procedures.
Ability to multitask and manage stress.
Proficiency with MS Office and Phoenix applications, and ability to learn new applications.
Understanding of and commitment to the assisted living philosophy.
Proficient time-management skills and ability to meet deadlines.
Excellent telephone, written, and verbal communication skills, including the ability to facilitate small-group presentations.
Ability to work weekends, evenings, and flexible hours, including peak customer-service days and times.
As applicable, maintain an appropriate driver’s license, such as a CDL or chauffeur license, with an acceptable driving record under Federal Department of Transportation requirements.
Exceptional grammar and documentation skills.

Nice To Haves

Associate and/or college degree preferred.
Knowledge of and experience in the senior living industry preferred.

Responsibilities

Assist the Sales & Marketing team with maintaining proficiency in the customer relationship management lead-tracking system and keeping prospect records current.
Support the Executive Director and Community Engagement Director in building positive relationships with prospects and explaining how Phoenix can meet their needs.
Help maintain model suites and apartments in a presentable condition.
Assist with timely submission of resident billing data and reports.
Help set, track, and accomplish sales goals.
Use effective telephone skills to generate qualified leads and appointments.
Greet prospective employees and direct them to apply online or capture their information to begin the recruitment process.
Answer incoming and resident calls within two to three rings using the appropriate greeting; take and relay complete messages, provide community information, and appropriately transfer and announce callers.
Order flowers and name plates for new residents.
Prepare resident administrative files in accordance with Phoenix and applicable state regulatory requirements.
Manage move-ins according to the Resident Move-in Checklist.
Meet with residents and/or families when the community fee is placed and review the move-in packet to ensure its contents are understood.
Ensure Phoenix and required state paperwork and forms are completed on or before move-in.
Ensure completion of the resident profile and schedule the Resident Agreement signing.
On move-in day, collect remaining paperwork and review the welcome packet with the resident and family.
Orient residents and families to the community.
Partner with the FED to present the resident’s room and explain telephone and emergency procedures and services such as salon, transportation, and activities.
Partner with the FED to arrange lunch or dinner for the resident and family on move-in day.