On Top of the World is a leader in the retirement community industry both in recreational activities & amenities, as well as utilizing superior construction methods while building energy efficient homes from our many floor plans.

The Sales Support Coordinator is responsible for working cross-functionally with Sales and other departments to provide support of department initiatives in regards to New Home Sales, establishing an enthusiastic awareness of the benefits of services while exuding a positive, professional impression. This position requires a high degree of responsibility for accuracy and timely coordination of department initiatives. This position will also act as backup to the Experience Liaisons delivering an incredibly educational and exciting World class community experience to all current and future guests.

Responsbilities:

• Supports the Sales Leadership team in the daily operations of New Home Sales
• Works with the sales, marketing, and homebuilding teams on joint initiatives
• Responsible for ordering and maintaining marketing collateral, office supplies, stocking the beverage station and kitchen, etc. including pickup and delivery
• Responsible for preparing and submitting Marketing Request Forms for Sales and following up to ensure everything requested is received
• Assists with developing, organizing and executing special events
• Promotes a positive team culture by assisting in the planning and implementation of sales initiatives including contests, employee appreciation and team builders and motivation
• Assist with coordinating team lunches and giveaways, to include pickup, delivery, set-up and breakdown and/or clean-up
• Assists in the coordination of new neighborhood and product launches
• Assists with updating lot premiums, base price, and incentive pricing as needed
• May assist with gathering and disseminating sales data, land availability, sales projections, budgets etc.
• Provides weekly, monthly and quarterly sales and marketing reports as needed
• Serves as a system expert and runs reports, manages print jobs, develops sales training presentations
• Assist with creating or modifying department schedules
• Assist with tracking, submitting and reconciling credit card receipts, invoices and reimbursement requests as needed
• Assists in tracking sales objectives and results
• May assist in preparing key performance indicators for sales associates

• May assist in scheduling meetings, coordinating department schedules, and troubleshooting to resolve office needs and issues that arise
• Ensures accuracy and timely coordination of department initiatives
• Identifies strategic opportunities for improvement that will service gaps, gathering and providing feedback that will improve results for streamlining processes
• Cultivates relationships with key coworkers to ensure high customer satisfaction internally and externally through building processes and streamlining for efficiencies
• Informs management team on a continual basis of any changes, potential problems, or outstanding issues of concern
• Creates materials for sales meetings, including power point, handouts and scheduling special guests
• Prepares, , emails, meeting notices and recaps, and sets agendas as needed
• Performs administrative support to include generating various documents and reports, spreadsheets, copying, answering phones, and handling incoming and outgoing correspondence as well as daily report tracking and distribution as requested
• Monitors and maintains CRM computer system for data input
• Attends and assists with operation of sales office, model centers, various events, future community site visits, company functions, etc., as directed by management
• Exhibits extensive software skills as well as Internet research abilities and strong communication skills.
• Manages office coordination of maintenance, supplies and etc., acting as a point of contact for issues and coordinating solutions with maintenance and management
• Meets deadlines while maintaining a professional, positive attitude
• Represents the sales department at Safety Meetings and prepares and presents weekly safety topic for sales meetings
• Manages ordering and distribution of home site signs for buyers
• Creates and maintains good customer relationships and ensures smooth sales team operations
• Assists the Sales team with service visits from buyers under contract
• Escorts buyers to the Model Park or home site for measurements and progress visits, effectively communicating what can and cannot be addressed during the visit
• Provides tours of the community and amenities to guests
• Remains energetic, driven, and focused on delivering a world class customer experience on every interaction
• Interacts with guests to provide and process information in response to inquiries, concerns, and requests about the community
• Follows safety best practices to determine if a home site is safe to enter, avoiding active construction activities
• Understands who the guests are, what brought them to OTOW, and their intent and timeline to purchase to create a robust Customer Profile
• Assembles marketing materials and publications as needed
• Meets deadlines and prioritizes duties in a fast-paced environment
• Communicates Effectively: Speaks, listens and writes in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Focuses on Client Needs: Anticipates, understands, and responds to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters
• Fosters Teamwork: Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Makes Decisions: Assesses situations to determine the importance, urgency and risks, and makes clear decisions which are timely and in the best interests of the organization
• Organization: Sets priorities, develops a work schedule, monitors progress towards goals, and tracks details/data/information/activities
• Plans: Determines strategies to move the organization forward, sets goals, creates and implements actions plans, and evaluates the process and results
• Solves Problems: Assesses problem situations to identify causes, gathers and processes relevant information, generates possible solutions, and makes recommendations and/or resolves the problem
• May be required to cross train for position(s) within the sales organizational structure
• Performs all duties in adherence to OTOW standards
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices
• Maintains a positive and professional demeanor toward all residents, visitors and coworkers
• Performs other duties as assigned

Education and Experience:

• High School Diploma required, Associates Degree preferred
• 2+ years of administrative experience in Sales and/or Marketing preferred
• 2+ years of customer service experience preferred

Skills and Knowledge:

• Must be able to read, write and understand English and have strong verbal and written communication skills
• Extensive software skills, including Microsoft Office, and internet research abilities
• Knowledge of sales and customer service best practices and the New Home Sales process
• Customer service and service recovery skills
• Ability to interpret sales metrics and be goal-oriented
• Must have attention to detail, be well organized, have the ability to multi-task, prioritize and plan to accomplish tasks cross-functionally
• Must exhibit stress tolerance and creative problem solving skills
• Ability to exhibit professionalism, including punctuality and attendance, at all times
• Ability to work effectively in a team setting and be able to efficiently to meet deadlines
• Ability to assume new responsibilities and embrace opportunities

Personal Attributes:

• Strong interpersonal skills
• Honesty and integrity
• Self-starter and reliability
• Commitment to diversity, equity and inclusion
• Inquisitive, detail-oriented
• Team player

Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities.

* Drug free work place *