Sales & Marketing Coordinator

Description

Position Purpose:

Hollenbeck Palms is seeking a detail-oriented and professionally experienced Sales & Marketing Coordinator to provide administrative, CRM, and design support to our Sales & Marketing Department. This role is best suited for a candidate with office-based administrative experience, strong customer service skills, and hands-on familiarity with Canva, Photoshop, or similar graphic design tools.

The ideal candidate is reliable, organized, and comfortable working in a structured environment supporting leadership, residents, families, and cross-functional teams. While marketing exposure is helpful, the primary focus of this role is administrative coordination, CRM accuracy, and marketing material support, rather than content creation or social media influencing. 

Responsibilities:

Administrative & Sales Support

• Provide consistent administrative and coordination support to Sales & Marketing leadership.
• Maintain accurate, timely records in the CRM system, including leads, follow-ups, and reports.
• Answer incoming calls professionally and serve as a point of contact for prospective residents and families.
• Coordinate resident move-in logistics, including scheduling, documentation, apartment readiness, and orientation support.
• Exercise sound judgment in resolving routine issues and escalating appropriately.

Graphic & Marketing Support

• Create, update, and format marketing materials using Canva, Photoshop, Publisher, or similar tools.
• Assist with preparation and distribution of marketing collateral, emails, flyers, and correspondence.
• Take approved photos of new residents and upload content into DonorPerfect or other designated systems.
• Support tours, events, and outreach activities through coordination and logistics (not sales quotas).

Collaboration & Professional Presence

• Conduct apartment walk-throughs with Member Services and report findings to leadership.
• Escort vendors, clients, and staff professionally as needed.
• Attend meetings and prepare organized notes and follow-up items.
• Handle confidential resident and donor information with discretion and professionalism.

Requirements

Qualifications:

• Bachelor’s degree in Business Administration, Marketing, Communications, Healthcare Administration, or related field.
• Minimum 2 years of office-based administrative or coordination experience (not solely freelance or self-employment).
• Demonstrated customer service experience in a professional, in-person or phone-based environment.
• Proficiency with Canva and/or Photoshop for business/administrative marketing materials.
• Experience using CRM or database systems or a strong demonstrated ability to learn systems quickly.
• Strong written and verbal communication skills; high attention to detail.
• Ability to pass DOJ/FBI background clearance and TB screening.
• Ability to work on-site in a professional office environment.

Preferred Qualifications

• Prior experience in senior living, healthcare, hospitality, nonprofit, or service-oriented organizations.
• Familiarity with CRM platforms such as Salesforce, DonorPerfect, Matrix, or similar.
• Stable employment history demonstrating reliability and follow-through.
• Bilingual skills preferred.

Physical Requirements of Position

Subject to any necessary and available reasonable accommodations, employee:

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.

Please note that these physical requirements reflect those typically associated with an office clerical position, and any necessary reasonable accommodations will be provided as per company policies and guidelines.

Please note that these physical requirements reflect those typically associated with an office clerical position, and any necessary reasonable accommodations will be provided as per company policies and guidelines.