Sales Specialist

Mary's Woods is looking for a Sales Specialist with exceptional communication and customer service skills to support our Sales team. The Sales Specialist supports the Sales team through a wide range of administrative functions, including managing phone and email correspondence, scheduling appointments, coordinating departmental files and records, assisting with community-wide communications, preparing and maintaining reports, processing payments and related documentation, supporting sales-related events, managing inventory, and performing various sales support tasks. This role requires consistent diligence, strong organizational skills, and the ability to manage sensitive and confidential information with discretion. 

The position demands a structured, methodical approach to work, with an emphasis on data accuracy, process integrity, and compliance. The Sales Specialist is expected to effectively utilize department systems and tools to ensure information is current, dependable, and accessible, while supporting informed decision-making within the Sales Department. This position provides comprehensive administrative and analytical support to the Sales Department of Mary’s Woods. The Sales Specialist plays a key role in supporting departmental operations, with responsibility for the accurate maintenance, oversight, and integrity of the Priority Waitlist in accordance with established policies, procedures, and organizational standards.

Mary's Woods is a non-profit senior living community founded in 2001. We offer independent living, assisted living, memory care and residential care in a park-like setting on 40 acres in Lake Oswego. We pride ourselves on our rich heritage, spirit of caring and welcoming culture. We are seeking passionate team members to join us in fulfilling our mission and values.

Below are some of the core responsibilities, experience, and skills needed to be successful:

• Provide comprehensive administrative and operational support to the Sales Department, ensuring a professional and organized office environment.
• Manage incoming calls and inquiries, maintain department calendar and when necessary, schedules and confirms appointments for individual sales counselors.
• Serve as a primary point of contact for prospective and current residents, providing accurate information.
• Prepare, maintain, and manage sales files, contracts, correspondence, and departmental reports in compliance with organizational policies and procedures.
• Process payments, deposits, and related documentation; manage confidential and time-sensitive materials in coordination with the Finance Team.
• Maintain the CRM and Priority Waitlist, ensuring data integrity, updates all relevant spreadsheets and reports as appliable.
• Support marketing initiatives, maintain current collateral, and assist with the planning and execution of Sales and Marketing events as required.
• Partners with staff and other departments to facilitate operations and maintain clear communication; participate in weekly Renovation Meetings.
• Provide backup support to Sales Counselors, including communication with leads and Priority Waitlist members.
• Collaborate effectively with staff, residents, and families while maintaining strict confidentiality and professionalism.

Education and Experience Required:

• Bachelor’s degree preferred.
• Minimum two years of relevant administrative experience.
• Proficient in basic CRM software, Microsoft Office (Word, Excel, PowerPoint) with the ability to learn and utilize project management software.

Employee Benefits:

• Free Employee TriMet Pass
• Medical, Dental, Vision, Life, Disability and Flexible Spending Account first of the month after hire (working 30+ hours per week)
• Employee Assistance Program
• 403b with match 
• Paid Time Off & Holidays
• Tuition Assistance Program
• Access to Fitness Center & Pool
• Complimentary Food Item per Shift

Schedule: This is a full-time, hourly position working Monday to Friday from 9:00 am - 5:30 pm.

The starting wage depends on experience, certification and education.

Working at Mary's Woods in any capacity means you're supporting an organization with a mission rooted in the core values of respect, compassion, excellence, stewardship and justice. We are committed to hospitality in every sense of the word -- priding ourselves on providing exceptional care to residents, opportunities for our employees and neighborliness to our surrounding community. You’re encouraged to apply today if these principles resonate with you!

If you experience any challenges with the application process, please contact Mary’s Woods HR Department at [email protected]