Job description

Vicars Landing at eTown, a premier lifestyle community within Jacksonville’s master-planned eTown development, located on 11003 E Town Pkwy, FL 32256, is designed to deliver exceptional lifestyle experiences and a vibrant member culture, offering independent living, assisted living, and memory care in a resort-style environment. This position is a critical, front-line role supporting all marketing and sales efforts within the Welcome Center. The Marketing & Sales Operations Coordinator serves as a key operational and hospitality partner to the sales and marketing team, ensuring an exceptional customer experience, disciplined execution of events and communications, accurate CRM reporting, and meticulous coordination of presales activity. This role blends high-touch hospitality with advanced administrative, technical, and coordination responsibilities and requires exceptional organization, attention to detail, professionalism, and comfort with technology and data. ESSENTIAL DUTIES & RESPONSIBILITIES 1. Welcome Center Hospitality & Operations • Serve as a primary point of contact within the Welcome Center, creating a warm, hospitality-inspired, high-end experience for prospects, families, and partners. • Greet guests with professionalism, discretion, and attention to detail. • Manage incoming calls, walk-ins, scheduling support, and day-to-day office coordination. • Ensure all sales and marketing materials are current, well-stocked, and presentation-ready. • Prepare the Welcome Center before events and restore it afterward to impeccable condition. • Support sales team logistics to ensure a polished, organized, and welcoming environment at all time 2. Event Planning & Management • Plan, schedule, and coordinate on-site and off-site marketing and sales events, ensuring smooth, well-executed experiences. • Maintain and update the master marketing and events calendars, keeping stakeholders aligned. • Coordinate with external agencies on invitations, timing, distribution, and follow-up logistics. • Track RSVPs, materials, setup, breakdown, and post-event follow-up in coordination with the sales team. 3. CRM & Reporting (Aline) • Serve as a key CRM user, maintaining accurate and up-to-date records in Aline. • Support sales and marketing workflows through disciplined data entry and system management. • Prepare reports as needed related to inquiries, sales activity, events, reservations, inventory and other metrics. • Ensure clean data, organized records, and reliable reporting to support decision-making. 4. Budget & Invoice Processing • Process invoices and track expenses against approved budgets as requested. • Coordinate with agencies to ensure timely invoicing and monthly reconciliation. • Flag budget variances and support accurate financial reporting. 5. Marketing Communications, Brand & Digital Support • Support execution of the Master Communications Plan in collaboration with the Director of Sales and Marketing. • Serve as a day-to-day liaison with the advertising agency, coordinating timelines, approvals, and delivery of tactical marketing materials. • Assist with execution of marketing communications including emails, invitations, newsletters, and digital content from draft through deployment. • Support brand consistency across channels through content proofing, copyediting, and version control. • Assist with social media and digital content coordination, including calendar management and quality review. 6. Buyer Retention & Engagement • Support buyer retention through consistent communication, events, and high-touch engagement during the presales period. • Serve as a liaison between the sales team and depositors, helping identify and address engagement or retention needs. • Assist in managing depositor referral initiatives and tracking referral activity. • Ensure depositors experience continuity, responsiveness, and a sense of connection throughout the sales and construction timeline. 7. Presales Selections, Inventory & Project Coordination • Support the presales customer journey by coordinating selections of options and upgrades prior to construction completion. • Track reservations, cancellations, option selections, and upgrade decisions with accuracy and discipline. • Maintain inventory, reservation status, and reporting within Aline. • Coordinate documentation, timelines, and internal communication related to buyer selections. • Support depositors and the sales team throughout construction to ensure clarity, organization, and ongoing engagement leading up to eventual move-ins Education & Experience: Bachelor’s degree preferred. Prior experience in customer service and/or office management is strongly preferred. JOB REQUIREMENTS Skills, Abilities & Competencies: • Strong organizational and prioritization skills, with the ability to manage multiple workflows, deadlines, and details in a fast-paced, highly visible environment. • Polished written and verbal communication skills, with a professional, confident, and hospitality-forward presence when engaging with despositors, team members, and partners. • Comfort working with people of all ages and backgrounds, demonstrating discretion, empathy, and sound judgment in customer-facing situations. • High level of technology fluency, including CRM systems, digital tools, and basic marketing platforms; comfortable learning new systems and processes. • Detail-oriented and data-conscious, with an appreciation for accuracy in reporting, documentation, and marketing execution. • Collaborative mindset with the ability to work effectively alongside sales, marketing, operations, and external agency partners. • Proactive, curious, and eager to build a foundation in marketing, sales, and customer experience through hands-on execution and exposure. PHYSICAL DEMANDS While performing the essential functions of this job, the employee is regularly required to stand, walk, sit, talk hear, and occasionally required to reach with hands and arms, stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 30 pounds and be able to work at heights. Specific vision abilities required by the job include close, distance, and peripheral vision, depth perception and the ability to adjust focus as well as work on a computer for extended periods of time. The employee must be able to communicate verbally with other on the phone or in person.

Requirements

Must-haves

Welcome Center Hospitality & Operations
Serve as a primary point of contact within the Welcome Center, creating a warm, hospitality-inspired, high-end experience for prospects, families, and partners.
Greet guests with professionalism, discretion, and attention to detail.
Manage incoming calls, walk-ins, scheduling support, and day-to-day office coordination.
Ensure all sales and marketing materials are current, well-stocked, and presentation-ready.
Prepare the Welcome Center before events and restore it afterward to impeccable condition.
Support sales team logistics to ensure a polished, organized, and welcoming environment at all time
Event Planning & Management
Plan, schedule, and coordinate on-site and off-site marketing and sales events, ensuring smooth, well-executed experiences.
Maintain and update the master marketing and events calendars, keeping stakeholders aligned.
Coordinate with external agencies on invitations, timing, distribution, and follow-up logistics.
Track RSVPs, materials, setup, breakdown, and post-event follow-up in coordination with the sales team.
CRM & Reporting (Aline)
Serve as a key CRM user, maintaining accurate and up-to-date records in Aline.
Support sales and marketing workflows through disciplined data entry and system management.
Prepare reports as needed related to inquiries, sales activity, events, reservations, inventory and other metrics.
Ensure clean data, organized records, and reliable reporting to support decision-making.
Budget & Invoice Processing
Process invoices and track expenses against approved budgets as requested.
Coordinate with agencies to ensure timely invoicing and monthly reconciliation.
Flag budget variances and support accurate financial reporting.
Marketing Communications, Brand & Digital Support
Support execution of the Master Communications Plan in collaboration with the Director of Sales and Marketing.

Nice-to-haves

Bachelor’s degree preferred. Prior experience in customer service and/or office management is strongly preferred.

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: paycom
Effort: medium

Benefits

Benefits detected in the listing.

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