Marketing Office Coordinator (Full Time) at Williamsburg Landing Inc

Williamsburg, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

11 May, 26

Salary

0.0

Posted On

10 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Skills, Organization, Attention To Detail, Communication, Bookkeeping, Data Processing, File Management, Customer Relationship Management, Inventory Control, Proficiency In MS Office, Proficiency In Google Suite, Experience With CRM Systems, Creative Skills, Multi-Tasking, Professionalism, Quality Improvement

Industry

Hospitals and Health Care

Description

Description 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 QUALIFICATIONS 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 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 (Full-Time Employees): 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* * Part Time employee eligible Williamsburg Landing is a non-profit, independent community offering a vibrant lifestyle for residents. EOE/Drug Free/Tobacco Free #NOJT23

Responsibilities

The Marketing Office Coordinator performs various administrative, bookkeeping, and marketing duties, including data processing and inventory control. They also manage office supplies, coordinate with sales staff, and assist with marketing events.