Sales Assistant

About the role

The Sales Assistant supports the sales and marketing functions for Harmony Senior Services. The primary role is to help manage day-to-day sales activities through third-party referral partners. This role monitors performance, assists with invoice reconciliation, and reviews contract details in coordination with Corporate Procurement. The Sales Assistant provides administrative, operational, and relationship-building support to help strengthen referral partnerships, drive occupancy, and improve lead management.

Essential Functions

Sales Support & Referral Partner Management

• Support relationship management with third-party referral vendors by tracking referrals, maintaining vendor records, coordinating communication, and assisting with follow-up activity.
• Audit third-party referral partner performance, including lead volume, conversion activity, move-in outcomes, and overall return on investment.
• Assist the Vice President of Sales with analysis of daily sales functions, including inquiry follow-up, prospect communication, sales documentation, and CRM updates.
• Collaborate with sales, marketing, operations, and community leadership to support occupancy goals and ensure consistent communication.
• Provide support for external business development activities, including outreach events, professional networking opportunities, and referral partner visits as directed by the Vice President of Sales.

Administrative, Reporting & Invoice Support

• Review, reconcile, and process referral vendor invoices to ensure accuracy, appropriate documentation, and alignment with contract terms.
• Help prepare sales reports, referral tracking summaries, invoice reconciliation records, and other performance-related documents as needed.
• Maintain organized sales files, partner records, marketing collateral, and administrative materials to support efficient sales operations.
• Assist with secret shopping initiatives, including scheduling, documentation, reporting, and follow-up on findings to support sales training and service improvement.

Reputation, Listings & Customer Service

• Maintain Harmony profile listings with national third-party referral sources.
• Respond to reviews and ratings with major third-party referral sources with a goal to continually improve reputation.
• Provide customer service to prospects, residents, families, referral sources, vendors, and team members.
• Perform other sales, marketing, administrative, and community support duties as assigned.

Benefits

• 401k
• Fulltime & Part-time Benefits Packages
• Training, Development & Career Laddering
• Great work-life balance
• Flexible Scheduling