Marketing Office Coordinator (Full Time)

Williamsburg Landing Inc•Williamsburg, VA

13d

About The Position

JOB SUMMARY The Marketing Office Coordinator, under the direction and supervision of the Chief Marketing Officer, performs a variety of administrative, bookkeeping, and marketing duties including, but not limited to, data processing, file management, purchase order processing, and inventory control. ESSENTIAL JOB FUNCTIONS Performs administrative tasks including typing letters and preparing reports and documents accurately and consistently, prioritizing the workload to meet deadlines Welcomes incoming guests and manages conference room usage for sales meetings; refers prospective residents to marketing representatives Maintains office supplies, forms, refreshments, and marketing materials inventory Receives, screens, and routes telephone calls in a professional and hospitable manner Documents inquiries, leads, and guest visits in the Customer Relationship Management (CRM) system and coordinates with sales staff to fulfill requests with appropriate marketing materials Tracks and processes move and design incentives for new residents Receives, sorts, and distributes mail; maintains an orderly departmental filing system; coordinates monthly mailings of The Tatler and e-blasts to depositors Tracks monies received from depositors; identifies receipt types (Entry Fees and Application Fees); forwards payments to Finance & Accounting; processes refunds of deposits and updates CRM Updates CRM software with deposits and sends confirmation letter to all new depositors Prepares and submits check requests, purchase orders, expense reimbursements and manages departmental purchasing and inventory control Maintains and reconciles the departmental general ledger in collaboration with the Chief Marketing Officer to ensure departmental expenses remain within budgeted guidelines Updates and maintains a variety of databases to include Voice Shot, Mail Chimp, and WeCare Connect, K-4 Independent Living and Assisted Living resident directories and the resident website Serves as back up to the Social Media/Communications Coordinator for resident communications Enters departmental work orders in the WorksHub software Prepares, organizes, and transfers files to Finance & Accounting Maintains computerized records and compiles statistical reports Ensures mailing lists remain current; coordinates internal and external mailings Assists with marketing events, luncheons, tours, and open houses Coordinates repairs or replacement of office equipment with Materials Management Supports the department by filling in for the Relocation Coordinator as needed Evaluates work processes and methods and submits recommendations for continuous quality improvement; maintains a professional image, recognizing the fact that employees serve as brand ambassadors of Williamsburg Landing; this extends to images and content on social media accessible to the public Performs other duties as assigned

Requirements

Bachelor’s Degree in Marketing, Communications, or other relevant field
Three or more (3+) years of administrative assistant experience, preferably in the senior living industry
Notary Public designation or ability to obtain Notary designation
Proficiency in MS Office (Word, Excel, and PowerPoint) and Google Suite; experience with a customer relationship management (CRM) system, CANVA, and/or InDesign, preferred
Strong administrative skills; highly organized; creative; attention to detail; work experience in general office procedures, proofreading, and bookkeeping; ability to communicate effectively both verbally and in writing; ability to exercise sound judgment and maintain professional working relationships; comfortable with multi-tasking and working in a fast paced environment

Nice To Haves

experience with a customer relationship management (CRM) system, CANVA, and/or InDesign, preferred

Responsibilities

Performs administrative tasks including typing letters and preparing reports and documents accurately and consistently, prioritizing the workload to meet deadlines
Welcomes incoming guests and manages conference room usage for sales meetings; refers prospective residents to marketing representatives
Maintains office supplies, forms, refreshments, and marketing materials inventory
Receives, screens, and routes telephone calls in a professional and hospitable manner
Documents inquiries, leads, and guest visits in the Customer Relationship Management (CRM) system and coordinates with sales staff to fulfill requests with appropriate marketing materials
Tracks and processes move and design incentives for new residents
Receives, sorts, and distributes mail; maintains an orderly departmental filing system; coordinates monthly mailings of The Tatler and e-blasts to depositors
Tracks monies received from depositors; identifies receipt types (Entry Fees and Application Fees); forwards payments to Finance & Accounting; processes refunds of deposits and updates CRM
Updates CRM software with deposits and sends confirmation letter to all new depositors
Prepares and submits check requests, purchase orders, expense reimbursements and manages departmental purchasing and inventory control
Maintains and reconciles the departmental general ledger in collaboration with the Chief Marketing Officer to ensure departmental expenses remain within budgeted guidelines
Updates and maintains a variety of databases to include Voice Shot, Mail Chimp, and WeCare Connect, K-4 Independent Living and Assisted Living resident directories and the resident website
Serves as back up to the Social Media/Communications Coordinator for resident communications
Enters departmental work orders in the WorksHub software
Prepares, organizes, and transfers files to Finance & Accounting
Maintains computerized records and compiles statistical reports
Ensures mailing lists remain current; coordinates internal and external mailings
Assists with marketing events, luncheons, tours, and open houses
Coordinates repairs or replacement of office equipment with Materials Management
Supports the department by filling in for the Relocation Coordinator as needed
Evaluates work processes and methods and submits recommendations for continuous quality improvement; maintains a professional image, recognizing the fact that employees serve as brand ambassadors of Williamsburg Landing; this extends to images and content on social media accessible to the public
Performs other duties as assigned