Admin Assistant (Sales Assistant)

$20 - $23 yearly
  • The Terraces at Los Altos/HumanGood
  • The Terraces at Los Altos, Pine Lane, Los Altos, CA, USA
  • Nov 24, 2021
Full time Admin-Clerical Customer Service Health Care / Medical

Job Description


Under general supervision, the Sales Assistant may act as receptionist; provide support services to the sales and marketing department of a retirement community including typing, word processing, and data entry of contracts, reports, resident data and correspondence with prospective residents.  As a representative and team member of the company, this position is expected to present oneself in a manner that reflects professionalism and ensures resident satisfaction.

Work Duties

  • Answer all incoming sales and marketing calls in a professional manner; may use a telephone console or switchboard; locate individuals, take messages if necessary; may receive or transmit faxes
  • Screen initial inquiries to the department
  • Set appointments and tours with prospective residents, guests and others
  • Greet and give directions or information to residents, team members, visitors, guests and vendors
  • Perform routine filing and general clerical duties; may type or word process correspondence, reports and other assignments for the department
  • Type contracts for incoming residents and process applicant documents for financial approval
  • Update weekly Apartment Availability Report and other inventory or resident statistical data as may be required.
  • Perform word processing and lead tracking programs; processes resident application and financial screening based on computer-based programs
  • Set up files for prospective resident tracking
  • May keep records of telephone calls received, brochures sent and appointments made for staff
  • Maintain and updates all mailing lists
  • Track lead sources and completes reports on lead tracking as required
  • May conduct move-ins coordination
  • Meet with all depositors in a personal appointment to review the details of their residence
  • Assist the depositor in making flooring and paint selections from the options provided as well as upgrade options and customization of apartment and costs associated with choices
  • Prepare resident upgrade/customization order list and submit to corporate for review and approval
  • Coordinate with Housekeeping and other resident services departments to assure readiness of apartment
  • Coordinate apartment renovations; prioritizing work orders and outside contractors as required
  • Greet new residents and families upon arrival; offer complimentary meals for resident and families; present new residents with welcome package; walk new residents through new apartment and around community and introduce to other department heads and team members
  • Compile the Move-in Guide – a listing of reputable vendors with price lists and helpful hints for new residents to use as resource as they prepare for their move – i.e. moving truck rental, boxes and packing materials, transferring monthly services such as utilities, phone etc. Provide personal attention to those depositors who require help in making moving related decisions
  • Proper and effective usage to time, resources, supplies and budgets.
  • Respond to Resident/Client needs and requests promptly, appropriately and with respect at all times.
  • Meet with new residents prior to move-in and begin process of planning the move, continue follow up with resident as needed.
  • Visit with residents in their homes/apartment, assisting in furniture placement, measurements and other downsizing challenges
  • Coordinate additional help during move including parking for the moving truck, padding for elevator and any other assistance needed to facilitate move-in
  • Assist with the selection of carpeting, vinyl, and window treatments.
  • Work with the residents design firm when necessary, complete and submit work orders for special requests.
  • Conduct final walk-thru inspection for quality assurance.
  • Provide useful information and extra orientation to those moving from out of the area.
  • Follow up with residents throughout the first 2 weeks to ensure resident satisfaction.
  • Ask for referrals for their friends and acquaintances.
  • Attend in-service training and workshops and meetings as required. May require up to 5% travel
  • Pursue job-related professional development
  • Monitor own work performance and adjust; seek help as needed to fulfill job duties
  • Protect confidential information of team members, residents, community, company and vendors
  • May relieve receptionist/concierge as needed for breaks and lunch
  • May maintain birthday and anniversary lists for residents and send greeting as appropriate
  • Promote and protect the rights of each resident
  • Conduct work tasks safely and according to the community safety program
  • Show eagerness and flexibility completing other duties as assigned
  • Perform various related essential duties as may be required by the director of sales and marketing or corporate office




  • High school diploma or equivalent


(1) year of training and experience which provides the required skills, knowledge and abilities to perform essential functions of the position

Certificates, Licenses, Registrations

  • First Aid and CPR certification through the American Red Cross ( May be obtained after hire)

When applying, please note that you saw the job posted on the NOVAworks Job Board. If you need help with your resumé, please see a NOVAworks Career Advisor.