Community Engagement Assistant

Job Description

Job Description

Description:

The Neighborhood at Vestavia Hills is seeking a Community Engagement Assistant (Move in Coordinator) to join their team!

The Community Engagement Assistant reports directly to the Executive Director.

PURPOSE

Sales & Marketing | Community Relations

The Community Engagement Assistant is responsible for supporting and assisting the Sales & Marketing team in achieving the community’s occupancy and revenue goals. Responsibilities include but not limited to assisting the Sales & Marketing team in managing the community’s sales & marketing database, maintaining appropriate sales collateral, coordinating and obtaining all

required move-in paperwork and preparing the resident’s administrative file. Following the

Phoenix quality service standards, the Community Engagement Assistant will conduct the resident’s orientation to their new home at Phoenix and ensure each resident’s move-in to their new home at Phoenix is smooth and successful following our Phoenix core values.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Sales & Marketing | Community Relations

Sales & Marketing

• Assist the Sales & Marketing team in maintaining a thorough working proficiency in the customer relationship management lead tracking system
• Supports the Sales & Marketing team by effectively maintaining all prospects records current in the customer relationship management lead tracking system
• Supports and assist the Executive Director and Community Engagement Director in building a trusting and positive relationship with prospects by understanding the Phoenix product and how Phoenix can meet the customer’s need
• Assist the Executive Director and Community Engagement Director by ensuring model suite(s) / apartment(s) are well maintained and presentable
• Assist the Executive Director and Community Engagement Director in submission of timely resident billing data and reports
• Supports and assist the Executive Director and Community Engagement Director in setting, tracking and accomplishing sales goals in a timely manner
• Demonstrates effective telephone skills producing qualified leads and appointments
• Greets potential candidates interested in learning more about Phoenix careers and job openings at the community. Director candidates to apply online or captures the candidate’s information onsite to launch the recruitment process
• Answers incoming calls and resident calls within two – three (2 – 3) rings with the appropriate community greeting message and identification
• Takes complete messages with pertinent information (name, number, message, time, date) as appropriate and communicates messages to the intended recipient
• Offers and provides a community overview to the caller, determines who to forward the caller to and notifies the caller who they are being transferred to and announce the caller to the community associate

Resident Move-in Process / Resident records / Administrative

Orders flowers and name plates for new residents

• Prepares the resident’s Administrative File according to Phoenix and state specific regulatory requirements
• Manages the move-in process as outlined in the Resident Move-in Checklist
• Meets with the resident and/ or family on the day the community fee is placed and reviews move in packet ensuring all information is explained for understanding
• Ensure all Phoenix and required state paperwork and forms are completed on or before the move-in date by the resident and / or family
• Ensures the completion the resident profile
• Schedules the Resident Agreement signing
• One Move-in date, the Community Engagement Assistant:
• Collects any remaining paperwork
• Reviews the welcome packet with the resident and family member(s)
• Orientates the resident and family to the community
• Partners with the FED and presents the room to the resident and family, explains the telephone and emergency procedures systems and other services such as hair care/ salon, transportation, activities, etc.
• Partners with the FED and Arranges lunch or dinner for the resident and family members on the Move-in day

EDUCATION/EXPERIENCE/LICENSURE - CERTIFICATION

Sales & Marketing | Community Relations

• Education: Associate and / or College degree preferred
• One (1) year experience in a sales administrative role
• Proven customer service experience and skills
• Knowledge and experience in the Senior Living Industry preferred

SKILLS AND ABILITIES

Sales & Marketing | Community Relations

• Understanding of infection control procedures
• Demonstrate the ability to Multi task and Manage Stress
• Proficient in using MS Office and Phoenix applications with the ability to learn new applications
• Understands and embraces the assisted living philosophy
• Is proficient in time management skills and adherence to deadlines
• Possess excellent phone communication skills, written and verbal skills for effective communication and the ability to facilitate small group presentations
• Ability to work weekends, evenings and flexible hours, available for our customers at peak service delivery days and times
• As applicable, maintain appropriate driver’s license such as CDL (commercial driver’s license), Chauffer license with acceptable driving record in accordance with Federal Department of Transportation
• Has exceptional grammar and documentation skills

PHYSICAL REQUIREMENTS

In an 8-hour workday, associate may stand / walk:

Hours at one time: 2 - 4

Total hours/ day: 4 - 6

In an 8-hour workday, associate may sit:

Hours at one time: 0 - 2

Total hours/ day: 2 – 4

In an 8-hour workday, associate may drive:

60 – 90 minutes, 1 - 2 times a week

Associate will support / assist: (Maximum lbs.)

Frequency: 50 lbs.

Occasionally: 150 lbs.

Associate will lift / carry (Maximum lbs.)

Frequency: 40 lbs.

Occasionally: 70 lbs.

Height of lift: 3 – 4 feet

Distance of carry: 30 yards

Associate will use hands for repetitive:

Simple grasping, pushing, and pulling, fine manipulation

Associate should be able to:

Bend: Occasionally

Squat: Occasionally

Kneel: Occasionally

Climb: Frequently

Reach:Occasionally, 3 feet