Job Description

Do you take PRIDE in what you do?

Apply today to Williamsburg Landing where employees lead with: Passion, Respect, Integrity, Diversity and Excellence
Williamsburg Landing, a CARF-accredited Life Plan Community, seeks a full-time Office Coordinator to join our Marketing team.

This position, 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

QUALIFICATIONS

• Three or more (3+) years of administrative assistant experience, preferably in the senior living industry
• Bachelor\'s Degree in Marketing, Communications, or other relevant field, preferred
• Notary Public designation or ability to obtain Notary designation, required
• Proficiency in MS Office (Word, Excel, and PowerPoint) and Google Suite, required
• Experience with a customer relationship management (CRM) system, CANVA, and/or InDesign, preferred

KNOWLEDGE, SKILLS AND ABILITIES

• 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

BENEFITS

• Health, Dental & Vision Insurance
• FSA & HSA
• 403(b) Retirement Plan
• 529 College Savings Plan
• Long-Term Care Insurance
• Legal Resources
• Paid Time Off
• Holiday Pay
• Corporate Wellness Program
• Health Club & Spa Membership
• Employee Education & Training Fund
• Employee Assistance Program
• Credit Union Membership

Apply online at

EOE/Drug Free/Tobacco Free

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Williamsburg Landing