Hollenbeck Palms
Overview
The Sales and Marketing Assistant at Hollenbeck Palms provides comprehensive administrative support to the Sales & Marketing Department. This role requires exceptional customer service skills and the ability to assist with specialized administrative duties. The assistant contributes to managing sales and marketing efforts, supporting community occupancy goals, and ensuring outstanding service to prospective residents and their families.
Responsibilities
Provide administrative support to the Sales & Marketing team to ensure timely and efficient execution of sales and marketing activities.
Utilize established sales processes, systems, and forms to track information, compile data and reports, and support community occupancy goals.
Assist in coordinating the move‑in process for new residents, ensuring a smooth, welcoming, and well‑organized experience.
Conduct walk‑through inspections of apartments under renovation with the Member Services Department and report findings to the Director of Sales for weekly review.
Ensure the timely completion of required paperwork, apartment preparation, mover scheduling, community support coordination, and resident orientation.
Provide administrative support to the Marketing & Development Department, including the creation and distribution of marketing collateral, emails, and letters.
Answer incoming phone calls and accurately enter leads into the prospecting system following established protocols.
Record sales and marketing activities promptly and in accordance with organizational standards.
Support event coordination and facilitate communication across departments.
Perform all duties and tasks assigned by the supervisor.
Exercise sound judgment in determining when to resolve issues independently and when to elevate them to the supervisor.
Handle confidential donor information with sensitivity, integrity, and accuracy.
Take photos of new residents (with appropriate consent), post them as directed, and upload them into Donor Perfect to maintain current and accurate profiles.
Complete special assignments, ad‑hoc projects, and other duties as needed to support Hollenbeck Palms Administration.
Attend required meetings and take accurate, detailed notes for documentation and follow‑up.
Escort vendors, clients, and staff to designated apartments as requested, ensuring a professional and courteous experience.
Assist residents and family members with questions and inquiries.
Qualifications
High School Diploma; College degree preferred in a related field.
Clear criminal background with DOJ and FBI & TB screening clearance.
Effective written and verbal communication skills; bilingual skills helpful; prioritize, organize, and take initiative to make timely decisions.
1‑3 years of administrative/clerical experience, preferably in the senior retirement or medical industry, with a focus on customer service preferred.
Experience with CRM database – preferred Salesforce, Matrix, Reps.
Experience with Desktop Publisher/Photoshop preferred. Computer skills are necessary for formatting reports, presentations, spreadsheets, graphics, flyers, etc.
Exhibits strong technical aptitude and advanced computer skills.
Brings graphic design capabilities, a plus.
Highly self‑motivated with a demonstrated desire for continuous learning.
Maintains an approachable, personable, and positive attitude.
Physical Requirements This position is primarily office‑based and involves prolonged periods of sitting at a desk while performing computer work, typing, data entry, and document review. The employee must have sufficient hand dexterity to operate a keyboard, mouse, and other standard office equipment, as well as perform routine writing or note‑taking. The role may require intermittent standing, walking, bending, and reaching when moving between workstations, attending meetings, or retrieving files or supplies. Occasional lifting or carrying of light office items (typically up to 10–15 lbs.) may be necessary. No heavy lifting or strenuous physical activity is required. The employee should be able to manage normal office interruptions and maintain productivity in a dynamic environment. These physical requirements are consistent with those of a typical clerical or administrative role, and reasonable accommodations will be provided in accordance with company policy and applicable law.
Seniority Level Entry level
Employment Type Full‑time
Job Function Marketing and Sales
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Responsibilities
Provide administrative support to the Sales & Marketing team to ensure timely and efficient execution of sales and marketing activities.
Utilize established sales processes, systems, and forms to track information, compile data and reports, and support community occupancy goals.
Assist in coordinating the move‑in process for new residents, ensuring a smooth, welcoming, and well‑organized experience.
Conduct walk‑through inspections of apartments under renovation with the Member Services Department and report findings to the Director of Sales for weekly review.
Ensure the timely completion of required paperwork, apartment preparation, mover scheduling, community support coordination, and resident orientation.
Provide administrative support to the Marketing & Development Department, including the creation and distribution of marketing collateral, emails, and letters.
Answer incoming phone calls and accurately enter leads into the prospecting system following established protocols.
Record sales and marketing activities promptly and in accordance with organizational standards.
Support event coordination and facilitate communication across departments.
Perform all duties and tasks assigned by the supervisor.
Exercise sound judgment in determining when to resolve issues independently and when to elevate them to the supervisor.
Handle confidential donor information with sensitivity, integrity, and accuracy.
Take photos of new residents (with appropriate consent), post them as directed, and upload them into Donor Perfect to maintain current and accurate profiles.
Complete special assignments, ad‑hoc projects, and other duties as needed to support Hollenbeck Palms Administration.
Attend required meetings and take accurate, detailed notes for documentation and follow‑up.
Escort vendors, clients, and staff to designated apartments as requested, ensuring a professional and courteous experience.
Assist residents and family members with questions and inquiries.
Qualifications
High School Diploma; College degree preferred in a related field.
Clear criminal background with DOJ and FBI & TB screening clearance.
Effective written and verbal communication skills; bilingual skills helpful; prioritize, organize, and take initiative to make timely decisions.
1‑3 years of administrative/clerical experience, preferably in the senior retirement or medical industry, with a focus on customer service preferred.
Experience with CRM database – preferred Salesforce, Matrix, Reps.
Experience with Desktop Publisher/Photoshop preferred. Computer skills are necessary for formatting reports, presentations, spreadsheets, graphics, flyers, etc.
Exhibits strong technical aptitude and advanced computer skills.
Brings graphic design capabilities, a plus.
Highly self‑motivated with a demonstrated desire for continuous learning.
Maintains an approachable, personable, and positive attitude.
Physical Requirements This position is primarily office‑based and involves prolonged periods of sitting at a desk while performing computer work, typing, data entry, and document review. The employee must have sufficient hand dexterity to operate a keyboard, mouse, and other standard office equipment, as well as perform routine writing or note‑taking. The role may require intermittent standing, walking, bending, and reaching when moving between workstations, attending meetings, or retrieving files or supplies. Occasional lifting or carrying of light office items (typically up to 10–15 lbs.) may be necessary. No heavy lifting or strenuous physical activity is required. The employee should be able to manage normal office interruptions and maintain productivity in a dynamic environment. These physical requirements are consistent with those of a typical clerical or administrative role, and reasonable accommodations will be provided in accordance with company policy and applicable law.
Seniority Level Entry level
Employment Type Full‑time
Job Function Marketing and Sales
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