Sales & Move-In Coordinator

Position Summary

The Sales & Move-In Coordinator is responsible for supporting occupancy growth and delivering an exceptional experience for prospective and incoming residents across Independent Living, Assisted Living, and Health Care. This role serves as a key partner to the sales, marketing, admissions, and operations teams by coordinating prospect engagement, move-in logistics, contract administration, resident onboarding, and marketing activities.

The ideal candidate is highly organized, customer-focused, and skilled at managing multiple priorities while creating a welcoming and seamless experience for residents and their families.

Essential Responsibilities

Sales & Prospect Support

• Support sales and marketing efforts for Independent Living, Assisted Living, and Health Care services.
• Respond to inquiries and assist with prospect follow-up, outreach, tours, and appointments.
• Help maintain strong relationships with prospective residents and families throughout the decision-making process.
• Assist with waitlist management, deposits, and future resident communications.
• Partner with the sales team to remove barriers and support successful move-ins.

Move-In & Admissions Coordination

• Coordinate resident move-in processes from contract through arrival.
• Prepare and manage contract documentation and admission paperwork.
• Schedule contract signings and support onboarding activities.
• Communicate with residents, families, and campus departments to ensure a smooth transition.
• Assist with move-in readiness and resident welcome experiences.

CRM & Administrative Management

• Maintain accurate prospect, resident, and sales activity records within CRM systems.
• Track leads, appointments, follow-up activities, and admissions data.
• Prepare reports related to occupancy, census, and sales activity.
• Maintain organized electronic and physical records while ensuring confidentiality.

Marketing & Event Support

• Assist with the planning and execution of community marketing events and sales programs.
• Coordinate invitations, registrations, event logistics, and follow-up communications.
• Support marketing initiatives, social media activities, and promotional campaigns.
• Maintain marketing materials, collateral, and inventory.

Cross-Functional Collaboration

• Partner with marketing, admissions, operations, healthcare, and resident service teams to deliver a positive resident experience.
• Support new construction sales activities, resident selections, and move-in coordination as needed.
• Provide administrative support to the Marketing Director and sales team.

Qualifications

• High school diploma or equivalent.
• Strong customer service, communication, and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent attention to detail and follow-through.
• Demonstrated professionalism, accountability, and responsiveness.
• Proficiency with Microsoft Office and general computer applications.

Preferred

• Associate's or Bachelor's degree.
• Experience in senior living, healthcare, admissions, sales, marketing, hospitality, customer service, or administrative support.
• Experience using CRM platforms; familiarity with Sherpa, HubSpot, or PointClickCare (PCC) is a plus.

BENEFITS*

Health & Wellness

• Medical Insurance with free virtual doctor visits
• Vision & Dental Insurance
• Pet Insurance
• Life Insurance
• Employee Assistance Program (EAP) for personal and professional support

Financial Security

• 401(k) Retirement Savings Plan with company match
• Paid Time Off (PTO) that accrues immediately from day one
• Paid Holidays for a healthy work-life balance
• Access to DailyPay, enabling you to access up to 100% of your earned wages on a daily basis
• Tuition Reimbursement up to $5,250 per year for ANY field of study
• Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College
• Employee-Sponsored Crisis Fund available for those facing unforeseen challenges
• Legal & Identity Theft Protection

Growth & Development

• University Partnerships with University of Cincinnati, University of Toledo , and Hondros College for exclusive tuition discounts
• Multiple Partner Discounts available for various products and services through Access Perks
• Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work

*Some benefits, including PTO and tuition reimbursement, are based on hours worked and do not apply to PRN status.