Los Gatos Meadows
Pay Range: $24.17 - $27.00
Summary:
The Sales Coordinator serves as a central point of coordination for the Sales & Marketing team throughout the blue sky, construction, and pre-opening phases, ensuring every prospective resident experiences a seamless and highly personalized journey. Working closely with the Director of Sales & Marketing and Sales Counselor, the Sales Coordinator supports the sales process through proactive communication, exceptional organization, event execution, CRM stewardship, document preparation, recordkeeping and seamless operational coordination. As the community approaches opening, the Sales Coordinator partners with cross-functional teams to coordinate resident move-in logistics, helping deliver an exceptional first impression while bringing the vision of Fresco Los Gatos to life and advancing Front Porch's mission of connection, purpose and community.
Essential Functions:
The duties listed below are essential functions to effectively perform the position in at least an acceptable manner as defined by Front Porch. In the future, other duties may be assigned and considered essential functions of the position:
- Support the Director of Sales & Marketing and Sales Counselors in executing all aspects of the pre-opening sales strategy throughout the blue sky, construction, and pre-opening phases.
- Execute administrative processes that support the sales pipeline, including CRM administration, reservation tracking, deposit documentation, sales reporting, prospect communications, and contract preparation.
- Coordinate day-to-day sales office operations, including calendars, appointments, correspondence, marketing materials, meeting preparation, and departmental communications.
- Coordinate and execute seminars, VIP events, depositor events, preview events, grand opening activities, and other sales and marketing initiatives that support lead generation and customer engagement.
- Collaborate on move-in logistics, including resident communications, scheduling, orientations, documentation, accommodation readiness, and departmental coordination leading up to occupancy.
- Prepare resident welcome materials, move-in packets, contracts, access credentials, orientation materials, and other onboarding resources to ensure every resident receives an exceptional first impression.
- Coordinate cross-functional meetings, monitor move-in readiness milestones, and communicate project updates to ensure all departments remain aligned throughout the move-in process.
- Welcome prospective residents, family members, and guests while delivering an elevated hospitality experience that reflects the Front Porch mission and the Fresco Los Gatos brand.
- Maintain accurate CRM records, sales reports, prospect files, inventory, marketing collateral, and departmental documentation while ensuring data integrity and timely reporting.
Support special projects associated with community opening, occupancy stabilization, and ongoing sales and marketing operations.
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Detailed Skills Needed to Perform Essential Functions
Leadership
- Foster and participate in an open, inclusive and welcoming work environment by modeling FP’s behaviors and values, which are consistent with the organization's vision and mission. Acts as a role model for the behavior
- that is consistent with the FP Culture.
Communication/Interpersonal:
- Effective oral and written communication skills that are appropriate to the audience's needs.
- Ability to develop and deliver effective presentations live via online or virtual mediums.
- Excellent collaboration and team-building skills.
- Effective conflict management skills.
- Ability to effectively build relationships with customers and executive management.
Decision Making/Organization Skills:
- Demonstrates a high level of accuracy, even under pressure.
- Excellent organizational skills.
- Ability to perform work independently with minimal supervision.
- Ability to exercise sound judgment and make decisions based on accurate and timely analysis.
Productivity:
- Demonstrated time management and priority-setting skills.
- Ability to simultaneously handle multiple priorities.
- Ability to work in a fast-paced, dynamic environment.
- Ability to prioritize responsibilities and organize workload to ensure that timeframes are met and the work is completed within deadlines.
- Demonstrated ability to define, develop, and analyze performance measures and metrics; exercise sound judgment and make decisions based on accurate and timely analysis.
Detailed responsibilities:
- Sales and Marketing Assistant
- Provides quality Customer Service efficiently to residents, families, co-workers and vendors in a manner to ensure satisfaction
- Calls contacts and updates Sales and Marketing data base
- Assists in screening calls and scheduling tours of the community
- Assembles and mails brochures and other related marketing materials
- Prepares, and mails follow up thank you notes as assigned
- Assist with Dynamics data entry and clean up
- Assists with follow up calls and home visits
- Ensures all sales/marketing material are stocked, ordered and placed in appropriate areas
- Assists in marketing events
- Maintains an up to date wait list
- Participates in all meetings as requested (ie top ten, refurbishment, etc)
- May assist with updating marketing and sales reports
- May assist with prospect communications and wait list contacts, sending weekly communications as requested
- Walk through the community with an eye for cleanliness and recognizes and reports all needs for repair and housekeeping
- May assist in preparing resident handbooks
- Assist in updating, preparing resident agreement and contracts
- Coordinate move-in process including interface and various departments
- May assist with internal resident moves
- Other duties as assigned by the Director of Marketing
- Follows department safety standards, practice body mechanic techniques and participate in campus-wide safety programs
- Performs all duties in a safe and efficient manner Wears PPE/safety equipment as required for the job Reports any safety hazards and/or accidents to supervisor
- Front Porch is committed to the prevention of accidents by providing equipment with safeguards, personal safety equipment on jobs which require it, and adequate safety instructions to all employees
- All employees are required to follow safe work habits in order to prevent injuries to themselves, residents, visitors or other employees
EDUCATION OR EQUIVALENT QUALIFICATIONS
Equivalent Experience instead of Education
Sales, marketing or business
Associates Degree/two years of college plus Two years of related work experience or Four years of related work experience
EXPERIENCE OR EQUIVALENT QUALIFICATIONS
Proven track record in customer service, sales or marketing
Experience in senior living sales
Compensation Disclaimer: The actual compensation offered will depend on a wide range of factors including, but not limited to, the selected candidate’s knowledge, skills, experience, training, education, and licensure/certifications (as applicable).
Front Porch is an Equal Opportunity Employer. We support all aspects of diversity and provide equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, marital status, national origin, age, sexual orientation, disability or status as a veteran in accordance with the applicable nondiscrimination laws. Final candidates must successfully complete a pre-employment physical, physical abilities test, drug screen and criminal background clearance.
