Marketing Coordinator/Administrative Assistant

Franklin Park Boerne is seeking a strong, professional Coordinator to support the marketing and administrative operations departments in our Luxury Assisted Living and Memory Care Community.

GENERAL DESCRIPTION

The Marketing Coordinator reports directly to the Executive Director and acts as back-up to that position in handling phone and walk-in residency inquiries. Coordinates the move-in process and completes paperwork with future residents and/or family and other responsible parties and assists the resident/family throughout the transition process.

PRIMARY DUTIES AND RESPONSIBILITIES

• Possesses and maintains a strong knowledge of the community, its benefits, and the services provided; stays current on unit status and vacancy map
• Maintains knowledge of all communication with prospective residents using the lead management system, and follows up on a timely basis with all assigned leads
• Helps ensure that discovery room and model apartments are clean, properly furnished and stocked with necessary supplies. Addresses housekeeping and maintenance concerns with appropriate staff.
• Introduces prospects and family members to employees as well as other residents, providing opportunities for them to experience the benefits and warmth of the community.
• Provides the resident or responsible party with all move-in paperwork and ensures that it is completed and returned within the specific time frame prior to move-in
• Works with the director of resident services or director of memory care to schedule resident assessments as required.
• Works with the Primary Care Physician and families to obtain required medical information prior to admission.
• Informs all departments of pending move-ins: date, unit selected, information about the resident(s), etc.
• Assists the resident and family with the transition process through on-going communication, sensitivity and reassurance
• Maintains and protects confidentiality of resident information
• Completes assigned reports in a neat and timely manner
• Works evenings and weekends as necessary to accommodate the schedules of prospects and of move-ins
• Manage resident move-out logistics and final apartment inspection
• Encourages teamwork and promotes company philosophy
• Attends required training and meetings
• Is prompt and dependable and able to perform the required duties of the position on a regular, predictable basis
• Becomes familiar with and understands the steps for emergency response, including building evacuation
• All employees are responsible for maintaining a safe and secure environment for all community residents
• Performs other duties as assigned.

The Administrative Assistant reports to the Executive Director and Business Office Manager and provides the following support:

• Create and maintain resident and employee administrative files.
• May track Visa charges and record for billing purposes.
• Assist with Long Term Care claim processing
• Provide other assistance with resident/employee services as needed
• Greet all visitors, residents, family members, and associates in a warm and helpful manner
• Possess and maintains knowledge of the community, its benefits, and services provided
• Order and maintain necessary office supplies
• Maintain an organized, neat office area
• Dress professionally and is professional at all times
• Attend required community meetings
• Is prompt and able to perform the required duties of the position on a regular, predictable basis
• Become familiar and understands the steps for fire evacuation
• All employees are responsible for maintaining a safe and secure environment for all community residents

KNOWLEDGE, SKILLS AND ABILITIES

• Able to read, write, speak and understand the English language. Bi-lingual in Spanish a plus. Must possess a passion to work with and around older adults. Must be patient and able to work with ill, disabled, or emotionally upset residents within the community, and with their families and friends.
• Experience using Microsoft Office and Outlook software and working in a database such as Yardi and Sherpa. Data entry, typing skills required.
• Able to communicate effectively with all levels of management, employees, residents, family members, physicians, health care providers and visitors
• Able to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, etc. Able to manage revenue and expense budget
• Knowledge of current Federal and State laws pertaining to AL and MC communities respectively
• Able to make independent deci