Sales Coordinator

3 weeks ago

Greater Sudbury, Canada Red Oak Villa LP Full time

Red Oak Villa is situated in the downtown core in a landmark building that was originally St. Joseph’s Hospital, caring for the very people it helped to bring into this world. Residents enjoy wonderful views of downtown Sudbury and landscaped gardens. Red Oak Villa’s Full Service Suites allow senior to age in place by providing the services they need.

**Qualifications**:

- Demonstrated face to face sales experience an asset.
- Demonstrated knowledge of the community and the geographic regions in close proximity to the home.
- Valid driver’s license is required.
- Good understanding of Microsoft Office.
- Ability to work as part of a team.
- Excellent interpersonal skills with the ability to quickly build a good rapport with individuals.
- Good communication skills; both oral and written. Good public relation skills.
- An affinity for the senior population and a good understanding of their needs.
- Ability to work with mínimal supervision.
- Familiarity with or willing to become familiar with the standards set out in the Retirement Homes Act, 2010 (RHA) and the function of the Retirement Homes Regulatory Authority (RHRA).

**Tasks and Responsibilities**:

- Plan, organize, manage and attend marketing events.
- Follow sales, tour and marketing procedures as set out by Autumnwood.
- Conduct tours, manage inquiries and perform prompt and appropriate follow up on all inquiries and visits.
- When conducting tours:

- Have the inquirer complete a Guest Survey prior to the start of the tour.
- Discovery Period; complete a Discovery Report with the prospective resident/tenant.
- Conduct a tour; customize the tour as much as possible to the information collected during the Discovery Period.
- End tour by providing a marketing folder to the inquirer/prospective resident or tenant. Determine next steps.
- Ensure that all documentation is received and completed for all inquiries. This includes phone inquiries, walk-ins, tours by appointment etc.
- File inquiry/prospect documentation in binders by categories titled “Hot”, “Warm” and “Cold”.
- “Hot” inquiry - ready to move in one to three months.
- “Warm” inquiry - ready to move in four months to one year.
- “Cold” inquiry - not ready to move for more than one year.
- Input all inquirer information into PCC; information should be inputted by the end of each work week.
- Work to maximize the number of inquirers that become residents.
- Build relationships with all inquirers through contact and creative follow up:

- Immediately after conducting a tour send a personalized Thank-you card to the inquirer/prospective resident/tenant.
- Seven days after every tour, follow up with a phone call to the inquirer.
- One month after the tour, make contact to keep current on status of inquirer.
- Conduct further follow up using the following guidelines:
“Hot” - Follow up should be done at least once every two weeks;
“Warm” - Follow up should be done at least once a month; and

“Cold” - Follow up should be done at least once every three months.
- Provide the Administrator and Autumnwood with customer feedback that has been collected during tours.
- Provide the Administrator and Autumnwood with input and feedback on pricing and incentive programs.
- Provide the Administrator and Autumnwood with information on pricing and incentive programs being used by the competition.
- On days worked complete the Daily Traffic Report and provide to the Administrator.
- Rent suites and collect deposits:

- Fill out deposit form with new resident;
- Provide the following documentation to the new resident: CHIP, Resident Handbook, Copy of signed deposit form, Residency Agreement, Medical Assessment Form, Partially completed 3rd party consent form ifthe doctor will be faxing it directly to us
- Agree on a move in date;
- Coordinate move in date with the Manager of Environmental Services to ensure suite readiness;
- Maintain regular contact with new resident to confirm the move in date and to answer any questions they may have;
- Coordinate a date for the Functional Assessment with the Administrator or Nursing Supervisor and the new resident;
- Set a date for document signing and communicate this to the Senior Leadership Team (SLT) and the new resident;
- Communicate the new residents/tenants move in date at the SLT meeting to ensure that all departments are prepared for the new residents/tenants arrival.
- Work with the Administrative Assistant to maintain Census records.
- Keep current and be knowledgeable about all of Autumnwood’s current and up and coming facilities, programs, products and service offerings.
- Liaise with the Activity Coordinator to keep current on monthly calendar events which could potentially interest prospective residents/tenants.
- Attend SLT meetings.
- Be an experience maker for all residents and provide courteous and customer-oriented support to the residence and its visitors.
- Uphold and promote the values and philosophy of Autu

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