Sales Coordinator

Pay Range: $24.17 - $27.00

About the Role

The Sales Coordinator serves as a central point of coordination for the Sales & Marketing team throughout the blue sky, construction, and pre-opening phases, ensuring every prospective resident experiences a seamless and highly personalized journey. Working closely with the Director of Sales & Marketing and Sales Counselor, the Sales Coordinator supports the sales process through proactive communication, exceptional organization, event execution, CRM stewardship, document preparation, recordkeeping, and seamless operational coordination. As the community approaches opening, the Sales Coordinator partners with cross-functional teams to coordinate resident move-in logistics, helping deliver an exceptional first impression while bringing the vision of Fresco Los Gatos to life and advancing Front Porch's mission of connection, purpose, and community.

Responsibilities

• Support the Director of Sales & Marketing and Sales Counselors in executing all aspects of the pre-opening sales strategy throughout the blue sky, construction, and pre-opening phases.
• Execute administrative processes that support the sales pipeline, including CRM administration, reservation tracking, deposit documentation, sales reporting, prospect communications, and contract preparation.
• Coordinate day-to-day sales office operations, including calendars, appointments, correspondence, marketing materials, meeting preparation, and departmental communications.
• Coordinate and execute seminars, VIP events, depositor events, preview events, grand opening activities, and other sales and marketing initiatives that support lead generation and customer engagement.
• Collaborate on move-in logistics, including resident communications, scheduling, orientations, documentation, accommodation readiness, and departmental coordination leading up to occupancy.
• Prepare resident welcome materials, move-in packets, contracts, access credentials, orientation materials, and other onboarding resources to ensure every resident receives an exceptional first impression.
• Coordinate cross-functional meetings, monitor move-in readiness milestones, and communicate project updates to ensure all departments remain aligned throughout the move-in process.
• Welcome prospective residents, family members, and guests while delivering an elevated hospitality experience that reflects the Front Porch mission and the Fresco Los Gatos brand.
• Maintain accurate CRM records, sales reports, prospect files, inventory, marketing collateral, and departmental documentation while ensuring data integrity and timely reporting.
• Support special projects associated with community opening, occupancy stabilization, and ongoing sales and marketing operations.
• Provide quality customer service efficiently to residents, families, co-workers, and vendors.
• Call contacts and update the Sales and Marketing database.
• Assist in screening calls and scheduling tours of the community.
• Assemble and mail brochures and other related marketing materials.
• Prepare and mail follow-up thank-you notes as assigned.
• Assist with Dynamics data entry and cleanup.
• Assist with follow-up calls and home visits.
• Ensure all sales/marketing materials are stocked, ordered, and placed in appropriate areas.
• Assist in marketing events.
• Maintain an up-to-date waitlist.
• Participate in all meetings as requested (e.g., top ten, refurbishment).
• Assist with updating marketing and sales reports.
• Assist with prospect communications and waitlist contacts, sending weekly communications as requested.
• Walk through the community with an eye for cleanliness and report all needs for repair and housekeeping.
• Assist in preparing resident handbooks.
• Assist in updating, preparing resident agreements and contracts.
• Coordinate move-in process including interfacing with various departments.
• Assist with internal resident moves.
• Follow department safety standards, practice body mechanic techniques, and participate in campus-wide safety programs.
• Perform all duties in a safe and efficient manner.
• Wear PPE/safety equipment as required for the job.
• Report any safety hazards and/or accidents to supervisor.

Skills

• Leadership: Foster and participate in an open, inclusive, and welcoming work environment by modeling Front Porch’s behaviors and values. Act as a role model consistent with the organization's vision and mission.
• Communication/Interpersonal: Effective oral and written communication skills appropriate to the audience's needs. Ability to develop and deliver effective presentations live or via online/virtual mediums. Excellent collaboration and team-building skills. Effective conflict management skills. Ability to build relationships with customers and executive management.
• Decision Making/Organization: Demonstrates a high level of accuracy, even under pressure. Excellent organizational skills. Ability to perform work independently with minimal supervision. Ability to exercise sound judgment and make decisions based on accurate and timely analysis.
• Productivity: Demonstrated time management and priority-setting skills. Ability to handle multiple priorities simultaneously. Ability to work in a fast-paced, dynamic environment. Ability to prioritize responsibilities and organize workload to meet deadlines. Demonstrated ability to define, develop, and analyze performance measures and metrics.

Qualifications

• Education:
  • High School Diploma (Preferred)
  • Bachelor’s Degree in Sales, marketing, or business (Preferred)
  • Associate’s Degree/two years of college plus two years of related work experience (Essential)
  • Four years of related work experience (Essential if no degree)
• Experience:
  • 2 years of proven track record in customer service, sales, or marketing (Essential)
  • 3 years of experience (Preferred)
  • Experience in senior living sales (Preferred)