Sales Operations Coordinator

Heather Farm Walnut Creek CCRC LLC.; Walnut Creek (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Heather Farm Walnut Creek CCRC LLC. is seeking a Sales Operations Coordinator to manage lead intake, sales processes, and waitlist logistics while supporting the Marketing Director and Residency Counselors.

The role requires supervisory experience, excellent communication, and strong organizational skills. You will work closely with residents, staff, and external partners to ensure accurate records and timely follow-ups.

Qualifications

• At least one year supervisory experience.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Ability to handle multiple priorities while working in a distracting environment.
• Strong judgment and problem-solving skills.
• Proficient in Microsoft Office and able to learn new applications.
• College degree or equivalent is a plus.

Responsibilities

• Schedules daily work assignments, supervises, trains, and counsels Marketing Assistant.
• Coordinates the Future Residents on the Priority Waitlist.
• Processes all sales agreements and maintains all files.
• Inputs information into the Waitlist in Smartsheet or similar program.
• Receives Admissions paperwork from Future Residents and the Doctor.
• Communicates waitlist position and timing to Residents and Counselors.
• Produces marketing department reports (sales, inventory, waitlist, activity).
• Manages resident status in Salesforce (waitlist, future resident, current, cancelled, moved out).
• Coordinates department invoices and marketing presentations (off-site).
• Provides general marketing support including tours, PR, and advertising campaigns.

Skills

Supervisory experience

Verbal and written communication

Organizational & time management

Multitasking under distractions

Judgment & decision making

Attention to detail

Initiative

Education

Associate degree or college degree

Tools

Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Access)

Job description

The Sales Operations Coordinator will be responsible for managing all duties and logistics that relate to the acquiring of new leads, processing and organizing sales, and managing the waitlist. The Sales Operations Coordinator must be adept at giving each resident quality individual time, learning about their needs and managing their expectations. The Sales Operations Coordinator manages the day-to-day operation of the Marketing office and provides support to the Marketing Director and Residency Counselors; and supervises the Marketing Assistant.

Duties and Responsibilities:

• Schedules daily work assignments, supervises, trains, and counsels Marketing Assistant.
• Arranges and Coordinates the Future Residents on the Priority Waitlist:
• Processes all sales agreements and supervises the maintenance of all files.
• Inputs all information into the Waitlist in Smartsheet or similar program.
• Receives all Admissions Paperwork from both the Future Resident and the Doctor.
• Assists with communication to Future Residents and Residency Counselors about waitlist position and timing.
• Manages the production of all marketing department reports, including monthly sales, inventory, waitlist, activity, and others.
• Manages resident status and all relevant details in Salesforce, including waitlist status, future resident status, Current, cancelled and moved out.
• Controls funds received for payment to the Master Trust or for Future Residents Club Deposits.
• Assists the Marketing Director as needed with correspondence and communication with employees, residents, and the public.
• Pre-approves and processes department invoices.
• Coordinates on & off-site marketing presentations.
• Works as Marketing Representative when needed.
• Provides support to the marketing team; including general clerical support, giving community tours to visitors as needed (public relations), and assisting with special projects such as advertising and direct mail campaigns.

QUALIFICATIONS:

• At least one year supervisory experience preferred.
• Must demonstrate excellent verbal and written communication skills and have the ability to communicate and present in person, in writing, and on the telephone effectively with both large and small groups in English.
• Strong organizational and time management skills. Strong attention to detail.
• Ability to handle multiple priorities while working in an environment of constant distractions.
• Strong judgment, problem solving, and decision making skills.
• Strong computer skills, including Microsoft Office Suite (Word, Outlook, Excel, Power Point and Access). Ability to learn new computer applications.
• Associate or other college degree a plus
• Good initiative to anticipate problems and resolve them