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Community Relations Coordinator in Warrenton, VA at Poet’s Walk

Date Posted: 11/7/2018

Job Snapshot

Job Description

We are currently looking for a Community Relations Coordinator to provide administrative assistance to the sales office and assist the Community Relations Counselor in managing prospect processes. Manage follow up campaigns, organize tickler system, and assist in touring the community. Facilitate operational communication and reporting practices. Be the liaison between the community, families, and future residents by managing the entire move in process.

Essential Functions:
Manage creative follow up campaigns.
  • Get Daily Activity Sheets from each Community Relations Counselor.
  • Execute open items on all Daily Activity Sheets
  • Coordinate with courier, overnight delivery company, and limo/car service
  • Stock and organize all books, calendars, and collateral materials
  • Organize and maintain tickler system
  • Pull all call backs daily
  • Count and review lead cards weekly for expired or no call back dates
  • Input tours, home visits, staff coverage, deposits and new inquiries on Marketing Calendar
  • Assist as needed in Tours and Phone Outs
Move In coordination:
  • Facilitate the receipt of all move in paperwork from family/prospect
  • Communicating with Department Heads on coordinating the move ins
  • Assure and work with Maintenance on room readiness
  • Perform Resident/family orientation to the community upon move in
  • Maintain supply of welcome baskets for new residents
  • Initiate follow up call/survey to families on their admission experience
Facilitate Communications:
  • Arrange for continuous coverage of all incoming phone calls including back up procedures for multiple calls.
  • Establish and maintain system for written phone messages
  • Establish and maintain system for answering phones at Reception as well as procedures for transferring calls.
  • Maintain all current phone extensions, cell phones and pagers for Community Relations Counselor(s) as well as key management staff 
  • Administrative Support for Department
  • Stock and organize all brochures, collateral materials, move in packets
  • Organize and keep office as well as what inventory is read to show
  • Update Sales Report weekly
  • Update Unit Status daily on board and computer generated format - also in Sales Report
  • Update colored up vacancy maps by unit location
  • Maintain current schedule showing status of available inventory

Non Essential Functions:

  • Attends all required training, in-services, and staff meetings.
  • Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, the achievement of safe working practices, and by practicing proper infection control measures.
  • Maintains a positive and professional demeanor toward residents, visitors, families, and co-workers.
  • Adheres to all policies and procedures of company.
  • Performs all other duties as assigned.

Our benefits program includes :

- Medical

- Dental

- Life

- 401k

- Flexible Spending Accounts

- Bonuses

- Flexible Schedules

- Vacation and Sick/Personal Time

- Associate Appreciation Program

Job Requirements

Community Relations Coordinator

    Experience and Education:

    • Some college, One year or more administrative experience.
    • Efficiency in computer software such as Microsoft Word, Excel, and Powerpoint.


    1. Marketing Jobs
    2. Public Relations Jobs