Marketing Event Coordinator

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

1. Serve as a primary point of contact within the Welcome Center, creating a warm, hospitality-inspired, high-end experience for prospects, families, and partners.
2. Greet guests with professionalism, discretion, and attention to detail.
3. Manage incoming calls, walk-ins, scheduling support, and day-to-day office coordination.
4. Ensure all sales and marketing materials are current, well-stocked, and presentation-ready.
5. Prepare the Welcome Center before events and restore it afterward to impeccable condition.
6. Support sales team logistics to ensure a polished, organized, and welcoming environment at all time

2. Event Planning & Management

1. Plan, schedule, and coordinate on-site and off-site marketing and sales events, ensuring smooth, well-executed experiences.
2. Maintain and update the master marketing and events calendars, keeping stakeholders aligned.
3. Coordinate with external agencies on invitations, timing, distribution, and follow-up logistics.
4. Track RSVPs, materials, setup, breakdown, and post-event follow-up in coordination with the sales team.

3. CRM & Reporting (Aline)

1. Serve as a key CRM user, maintaining accurate and up-to-date records in Aline.
2. Support sales and marketing workflows through disciplined data entry and system management.
3. Prepare reports as needed related to inquiries, sales activity, events, reservations, inventory and other metrics.
4. Ensure clean data, organized records, and reliable reporting to support decision-making.

4. Budget & Invoice Processing

1. Process invoices and track expenses against approved budgets as requested.
2. Coordinate with agencies to ensure timely invoicing and monthly reconciliation.
3. Flag budget variances and support accurate financial reporting.

5. Marketing Communications, Brand & Digital Support

1. Support execution of the Master Communications Plan in collaboration with the Director of Sales and Marketing.
2. Serve as a day-to-day liaison with the advertising agency, coordinating timelines, approvals, and delivery of tactical marketing materials.
3. Assist with execution of marketing communications including emails, invitations, newsletters, and digital content from draft through deployment.
4. Support brand consistency across channels through content proofing, copyediting, and version control.
5. Assist with social media and digital content coordination, including calendar management and quality review.

6. Buyer Retention & Engagement

1. Support buyer retention through consistent communication, events, and high-touch engagement during the presales period.
2. Serve as a liaison between the sales team and depositors, helping identify and address engagement or retention needs.
3. Assist in managing depositor referral initiatives and tracking referral activity.
4. Ensure depositors experience continuity, responsiveness, and a sense of connection throughout the sales and construction timeline.

7. Presales Selections, Inventory & Project Coordination

1. Support the presales customer journey by coordinating selections of options and upgrades prior to construction completion.
2. Track reservations, cancellations, option selections, and upgrade decisions with accuracy and discipline.
3. Maintain inventory, reservation status, and reporting within Aline.
4. Coordinate documentation, timelines, and internal communication related to buyer selections.
5. Support depositors and the sales team throughout construction to ensure clarity, organization, and ongoing engagement leading up to eventual move-ins