Marketing Coordinator-Temporary Position

General Information:

Official Job Title:

Marketing Coordinator-temporary

Pay Grade Level:

As per Friendsview Wage Matrix, Grade 8

Department: Marketing FLSA Status: Non-exempt
Reports to: Marketing Director


Job Type: Temporary, full time hours


Approved/ Revision Date:

November 21, 2018

Standard shift hours / Hrs per week: 40

Regular business hours and as needed

Starting Pay Rate:

$15.85-$17.43 DOE

Eligible for benefits: No

As per employee handbook

Potential Start date:  12/03/2018 Job Posting Information: N/A


Job Objective/ Summary: Assists Marketing Director in meeting marketing expectations for the organization. Coordinates and oversees the admission process for independent living, including tours and special events, applications, intent list, etc.

Essential Functions:

Supports the marketing department by performing sales functions for the organization, finding and following up on leads, interviewing potential residents, providing information and participating in the reservation of residences.

  • Establishes and cultivates relationships with interested persons in order to cultivate interest in Friendsview, with the intention of moving a lead to an applicant for residency.
  • Coaches prospective clients and their families on planning for retirement; assists with education, resource acquisition and determining options appropriate to the individual situation.
  • Responds promptly (maximum of 48 hours) to persons who show interest (website & social media inquiries, phone calls, drop ins, referrals, emails, etc.) in moving to Friendsview. Follow up correspondence includes information packets, thank you letters, phone calls, personal visits, etc.
  • Sets up and conducts follows up appointments.
  • Coordinates special events including tours, lunch and learn events, etc. for cool/warm leads.
  • Ensures that intent list applicants, and hot & warm leads have had personal contacts with Friendsview as per goals and objectives identified in the annual marketing plan.
  • Establishes, updates and maintains the marketing database and lead-tracking software. Must be proficient with current database and tracking system. Accesses training as necessary and coordinates and/or performs system maintenance. Ensures that all data on databases, and computer/paper systems remain confidential.
  • Ensures that all lead/applicant information is complete and up-to-date in all systems, including mailing lists, inquiries, intent list, transfer list, etc.
  • Coordinates activities with Marketing Director as necessary to ensure alignment with departmental goals.

Facilitates the transition of future residents to residences.

  • Coordinates the intent list applicant admissions process. Ensures that admission systems and processes are efficient and effective in assisting applicants transition to residency.
  • Collaborates with the Facilities Services Director to ensure standard/ upgrade options for all residences are in place, residences are ready for move in according to established timelines.
  • Arranges work orders for new residents.
  • Collaborates with Marketing Director and Community Life department for transfer of applicant relationship to resident relationship with Friendsview.


Other Duties & Responsibilities

  • Maintains the highest level of confidentiality in accordance with HIPAA requirements and to ensure professionalism and respect for persons engaged in the process.
  • Supports and upholds the values of the Friendsview Community . Exemplify’s Friendsview’s values and serves as an ambassador of the organization to the public.
  • Maintains a safe work environment and reports work hazards to supervisor, HR or the health and safety committee.
  • Attends staff meetings and in-service training as required.
  • Must be able to maintain regular, consistent attendance as per job requirements and Friendsview policies; and conduct work as necessary evenings and weekends while maintaining weekly work hours within approved parameters.
  • Must be able to drive occasionall.
  • Other duties as assigned.


Qualifications and Job Requirements:

  • Job Education, Licenses/Certifications, Knowledge & Experience:
    • Minimum 5 years of experience in marketing, sales or related customer service position, preferably within the aging services industry. A combination of relevant education, training and/or experience may substitute for minimum.
    • Knowledge of aging services industry preferred, with an understanding of key issues facing current retirees (medical, financial, lifestyle), and current demographics and future trends, in order to effectively perform job duties.
  • Supervising (direct reports and level of supervision): May provide oversight and guidance to staff providing peripheral support to the marketing department (data entry, event set-up, etc.)
  • Decision Making: Decision-making, problem solving, and/or recommendations within scope of position responsibilities. Decisions have some precedent, resulting in only limited risk. Where there is risk involved, it is limited in scope. Must be able to work independently and, working under general guidelines and supervision, make sound decisions that reflect a working understanding of the organization’s marketing philosophy and strategic/operational goals.
  • Interpersonal Skills/Interactions: Communication and interpersonal skills are important, and must be well refined. Must be able to tailor both written and oral communication appropriately to the individual situation. Must be able to effectively coach prospective residents in a way that provides them the best tools for decision-making around retirement. Collaboration and cooperation are necessary between organizational groups. May include formal presentations to individuals or groups.
  • Impact: Customer service and/or satisfaction is a major portion of position responsibility. Influences the organization’s image positively or negatively by results of personal work.

Additional Skills & Abilities:

  • Must be able to engage successfully with the aging population, including seniors, and appreciate their unique concerns and needs.
  • Must be willing to learn and follow the organization’s marketing program and approach.
  • Must be able to maintain confidentiality at all times.
  • Must be competent in relevant computer programs (including REPS lead tracking software, database and/or accounting programs), or have the ability to learn them.
  • Must be able to manage and prioritize workload to meet goals.

Additional Requirements:

  • Must successfully pass the Department of Human Services (DHS) criminal background check and, if applicable, fingerprinting.
  • Must be able to pass a pre-employment drug screen.
  • Must be able to pass the pre-employment reference checks.
  • Must be able to provide the official grade transcripts of the education level provided on the employment application.
  • Must be able to provide a copy of his/her own signed social security card for W-4 documentation.
  • Must be able to provide applicable documentation(s) for I-9 in order to establish identity and authorization to work in the US.
  • Must have valid driver’s license, personal automobile liability insurance, and acceptable driving record.

BSP EXPOSURE: Category II: Your tasks and normal routines involve no exposure to blood, body fluids or tissues. In the event of an unexpected blood, body fluid or tissue spill there will be an employee available who has been designated to take responsibility for clean-up and decontamination of potentially infectious body substances. You are not to come in contact with potentially infectious body substances.

Physical Requirements and Working Conditions:

Must be able to:

    • Sit for up to two hours at a time, using a computer and telephone.
    • Stoop, bend, straighten and walk/move/travel reasonable distances indoors and outdoors.


Note: This job description is representative of the major position requirements and is not intended to be all-inclusive.


Apply Online

Or Download Printed Application:

PLEASE PRINT CLEARLY. Incomplete or illegible applications will not be processed.

Return Printed Applications To:

Friendsview Human Resources
Attn: Colleen Aguilar
1301 Fulton Street
Newberg, Oregon 97132