Admissions Coordinator

Wingate Living•Kingston, MA

1d•$40

About The Position

At Wingate Living, we're more than just senior living--we're builders of lifestyles, friendships, and communities you'll be proud to be part of. As a family-owned company with over 30 years of experience throughout Massachusetts and Rhode Island, we offer a unique blend of healthcare and hospitality through a full continuum of premier services. Job Purpose: Responsible for driving census growth and enhancing payer mix by developing the market and guiding prospective residents and their families through the decision-making process for a Wingate Living community. This role focuses on revenue-generating activities, including census and mix management (such as internal conversions), inquiry and lead management, external sales outreach, and proactive pipeline development to support long-term occupancy. Additionally, the role supports non-revenue-generating efforts, including customer service and satisfaction, community relations, and administrative responsibilities.

Requirements

Marketing and sales experience preferred. Strong written and verbal communication skills, with the ability to deliver effective presentations.
Demonstrated ability to build professional relationships and convert inquiries into customer relationships through effective communication, including phone-based outreach.
Proficient in Microsoft Office (Word, Excel, PowerPoint) and able to quickly learn specialized systems and applications.
Working knowledge of healthcare reimbursement programs preferred.
Strong organizational, time management, and documentation skills, with the ability to prioritize and manage multiple tasks effectively.
Ability to handle sensitive information with confidentiality and professionalism.
Self-motivated and goal-oriented, with the ability to work both independently and collaboratively.
Flexible and adaptable schedule to meet the demands of admissions and business needs.

Responsibilities

Communicates daily with the Administrator and department heads to address marketing, clinical service, and bed management priorities.
Leads the bed management process, coordinating admissions, discharges, and internal conversions in collaboration with Social Services, Nursing, and Regional Operations team.
Conducts tours to effectively present the center and convert prospective residents.
Manages the full inquiry and admissions process, including timely response to referrals, maintaining accurate bed availability, and ensuring all admission documentation is completed in accordance with policy.
Oversees occupancy and census/quality mix to meet or exceed budgeted goals.
Builds and maintains strong relationships with referral sources through regular external sales calls, networking, and community engagement with healthcare providers, organizations, and professional groups.
Maintains and actively manages a prioritized database of referral sources and prospective leads, utilizing CRM and sales tracking tools to monitor performance and drive results.
Develop prospective customer relationships through consistent outreach, including scheduled phone calls and follow-up activities.
Collaborates with the Community Marketing Director and center leadership to develop and execute quarterly marketing plans, events, and community education initiatives.
Maintains current knowledge of the local market, key accounts, and competitors to effectively position the center's services and value proposition.
Leads marketing team meetings and monitors marketing budget performance, including tracking spending and results.
Ensures marketing collateral and communication tools are current and effectively utilized in partnership with Home Office.
Maintains knowledge of healthcare regulations, reimbursement guidelines, and industry trends, sharing relevant updates with staff and referral partners.
Supports managed care referral processes and assists with onboarding/orientation related to admissions as needed.
Communicates special needs of new admissions to ensure a smooth transition and positive resident experience.
Ensures accurate and timely reporting of referral activity, admissions data, and daily census.
Promotes a high standard of customer service and satisfaction, including staff education, service improvement initiatives, and a commitment to person-centered care.
Adheres to all company policies, procedures, and standards of conduct, reporting any concerns as appropriate.
Performs additional duties as assigned.