Sales Administrative Assistant

St Pauls Senior Services•SAN DIEGO, CA

About The Position

The primary purpose of this position is to support the smooth functioning of the sales office and help the team obtain sales and marketing goals. Must comply with all corporate policies and practices including, but not limited to, Code of Conduct, Corporate Compliance Guidelines, HIPAA Regulations, Patient Rights and Confidentiality. Duties and Responsibilities: Provides direct support to the Sales Team. Handle and forward incoming telephone calls and manage the telephone messaging system for sales teamProcesses incoming and outgoing mail. Assemble information packets and brochures.Manage the inventory and ordering of collaterals, forms and supplies.Handle office management liaison functions such as insuring that the offices are neat and clean and coordinating inventory of supplies and services for the office and staff Track expenses and budget under the supervision of the General Manager, monitor accounts payable – review payables and do check requests. Type letters, forms, and other correspondence as requested by Sales Team or General Manager. Maintain organized filing systems (paper and electronic) Distribute leads to sales team as established policy directs.Maintain and coordinate the member files, Maintain and monitor internal and external waitMaintain database system.Maintain apartment inventory lists. Provide hospitality for prospective residents and members. Assist in prospective and family tours when appropriate.Back up sales associates, help with sales function meet with clients and depositors. Process and coordinate paperwork associated with application and approvals. Respond to inquiries for information. Mail out brochures and explanation letters. Schedule follow-up activity for counselors following prospective inquiries Maintain depositor files and checklists for files. Plan for and coordinate direct/group mailings utilizing mail mergesWork collaboratively with Marketing team for all marketing needs i.e.: advertising, collateral etc. under the supervision of the General Manager.Coordinate the planning and logistics for special events both on-site and off-site. Responsible for all record keeping and marketing reports as requested by General Manager and Marketing. Back-up for preparing weekly and monthly reports for General Manager and distributes as requested.Assist clients with information related to specialists in estate sales, real estate, and moving companies.Report to General Manager and senior management all sales counselor activity, sales calls, appointments, deposits, etc., and results for individual and team.Report and monitor to General Manager and sales specialists the sales production ratios, client to sale call, sales call to appointment and appointment to deposit.Process final paperwork and money associated with the deposit procedure Process and report on all refunds tracking the reason for withdrawal through the Vision system. Responsible for maintaining accuracy of all depositor files in collaboration with the assigned sales specialist, including incentives, special or tiered pricing and all correspondence. Develop/manage Depositor/Resident Ambassador Program to enhance marketing sales initiative. All other duties as requested or assigned. Circulate any changes in department policy and procedure to all marketing and sales staff members.Attend meetings and training sessions, as necessary.

Requirements

Minimum of high school diploma or equivalent
2 years directly related administrative experience in a sales office/environment.
Must possess excellent customer service, communication, computer and telephone skills and be an independent, self-starter.
Excellent proficiency in word processing, spreadsheet and database systems is required.
Must be proficient in Word, Excel and Publisher.
Must be able to read, write, speak, and understand the English language.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the public.
Must possess the ability and willingness to work harmoniously with other personnel.

Nice To Haves

Secretarial/administrative training and/or college preferred.
Experience working with seniors is highly preferred.
Spanish language skills preferred but not required.

Responsibilities

Provides direct support to the Sales Team.
Handle and forward incoming telephone calls and manage the telephone messaging system for sales team
Processes incoming and outgoing mail.
Assemble information packets and brochures.
Manage the inventory and ordering of collaterals, forms and supplies.
Handle office management liaison functions such as insuring that the offices are neat and clean and coordinating inventory of supplies and services for the office and staff
Track expenses and budget under the supervision of the General Manager, monitor accounts payable – review payables and do check requests.
Type letters, forms, and other correspondence as requested by Sales Team or General Manager.
Maintain organized filing systems (paper and electronic)
Distribute leads to sales team as established policy directs.
Maintain and coordinate the member files, Maintain and monitor internal and external wait
Maintain database system.
Maintain apartment inventory lists.
Provide hospitality for prospective residents and members.
Assist in prospective and family tours when appropriate.
Back up sales associates, help with sales function meet with clients and depositors.
Process and coordinate paperwork associated with application and approvals.
Respond to inquiries for information.
Mail out brochures and explanation letters.
Schedule follow-up activity for counselors following prospective inquiries
Maintain depositor files and checklists for files.
Plan for and coordinate direct/group mailings utilizing mail merges
Work collaboratively with Marketing team for all marketing needs i.e.: advertising, collateral etc. under the supervision of the General Manager.
Coordinate the planning and logistics for special events both on-site and off-site.
Responsible for all record keeping and marketing reports as requested by General Manager and Marketing.
Back-up for preparing weekly and monthly reports for General Manager and distributes as requested.
Assist clients with information related to specialists in estate sales, real estate, and moving companies.
Report to General Manager and senior management all sales counselor activity, sales calls, appointments, deposits, etc., and results for individual and team.
Report and monitor to General Manager and sales specialists the sales production ratios, client to sale call, sales call to appointment and appointment to deposit.
Process final paperwork and money associated with the deposit procedure
Process and report on all refunds tracking the reason for withdrawal through the Vision system.
Responsible for maintaining accuracy of all depositor files in collaboration with the assigned sales specialist, including incentives, special or tiered pricing and all correspondence.
Develop/manage Depositor/Resident Ambassador Program to enhance marketing sales initiative.
All other duties as requested or assigned.
Circulate any changes in department policy and procedure to all marketing and sales staff members.
Attend meetings and training sessions, as necessary.