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.

Otterbein SeniorLife is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees. We celebrate diversity and are dedicated to building a workforce that reflects the communities we serve.