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.