Sales & Marketing Coordinator

About the Company

Ohana Real Estate Investors is a comprehensive investment firm specializing in hospitality and residential properties. Founded in 2009, it has executed investments totaling $4.2 billion by acquiring, developing, and financing premium assets in prime locations with substantial growth potential. The firm's approach is collaborative, humble, and leverages a team with diverse skill sets and perspectives.

Role Overview

We are seeking a proactive and detail-oriented Sales & Marketing Coordinator to join the team at Panther National, a leading private club and residential community in Palm Beach Gardens, Florida. This position plays a critical operational support role for the Sales team, managing daily processes, ensuring client-facing logistics run smoothly, and maintaining accurate data systems. Additionally, the role serves as the liaison to the Marketing department, assisting with social media efforts, coordinating photo/video shoots, website maintenance, and campaign alignment to ensure seamless team collaboration.

Key Responsibilities

• Maintain and audit Salesforce CRM data, including prospect records, interactions, and pipeline status accuracy.
• Manage daily sales office operations, ensuring the venue reflects Panther National's brand standards.
• Serve as the professional first contact for all sales inquiries—phone, email, walk-ins—with promptness and courteousness.
• Handle outbound sales communications such as tour confirmations, follow-ups, and coordinating cross-departmental visits.
• Inventory and reorder sales and marketing materials, signage, branded items, and promotional goods.
• Coordinate pre-tour preparations, including readiness checklists, welcome amenities, and vehicle arrangements to create a flawless prospect experience.
• Maintain updated residential inventory, pricing sheets, and offering summaries for sales staff reference.
• Organize onsite photo/video shoots and social media support, managing vendor communications and logistics.
• Monitor the property website for outdated content or broken links and communicate necessary updates to Marketing.
• Stay current with marketing campaigns and emails to keep the Sales team informed of relevant messaging.
• Analyze marketing metrics like website traffic, campaign results, and lead sources to provide insights to leadership.
• Facilitate coordination between Sales and Marketing teams to align messaging, schedule, and priorities on campaigns, launches, and events.
• Support Sales agents through the sales process, including document preparation, scheduling, contract handling, and follow-ups to advance deals.
• Arrange closing gifts and milestone recognitions, ensuring a consistent and thoughtful buyer experience.
• Coordinate tour logistics around active construction work by collaborating with the development team to maintain safe conditions.
• Compile sales reports, activity logs, and agent schedules from various data sources to provide comprehensive pipeline and activity snapshots to Sales leadership.
• Assist with local community events, broker outreach, and sales activations by handling logistics, materials, and internal communication from start to finish.
• Maintain strict confidentiality and discretion regarding sensitive information such as clients, pricing, ownership, and transaction details.
• Document and refine sales processes, identify operational inefficiencies, and propose improvements through reporting and direct communication with Sales leadership.

Qualifications

• Minimum three years’ relevant experience in sales coordination, sales operations, marketing coordination, or office management; experience in luxury real estate, hospitality, or private club sectors is highly favored.
• Familiarity with CRM platforms, especially Salesforce; adept with Microsoft Office and comfortable learning new software tools.
• Excellent communication skills both written and verbal, with a professional demeanor.
• Exceptional organizational skills, attention to detail, and reliable follow-through.
• Proven ability to manage competing priorities independently and drive projects to completion.
• Willingness to work flexible hours, including weekends during busy sales seasons.
• Capable of managing and synthesizing data across multiple systems with accuracy and integrity.
• Bachelor’s degree preferred.
• Knowledge of social media platforms, basic website content management, and marketing analytics tools is advantageous.

Equal Opportunity

Ohana is an employer devoted to diversity and inclusion, strictly opposing discrimination and harassment of any form based on legally protected characteristics including race, sex, religion, sexual orientation, disability, and more.

Application Instructions

Candidates should send a resume and cover letter to the designated email address for consideration.