Move In Coordinator

Grace Management•Tulsa, OK

About The Position

The Move In Coordinator performs administrative duties and provides support for the community’s Sales & Marketing Department. The role helps create positive first and lasting impressions for prospects and families, manages the move-in process for new residents, supports lead management and sales closing, and requires strong customer service, office and computer skills, accuracy, and organization. The coordinator supports occupancy and revenue goals, helps new residents complete move-in paperwork and transition into their homes, and assists with sales and marketing plans, events, budgets, invoices, materials, and lead records. The role requires coordination with community associates and company leadership, maintaining confidentiality and residents’ rights, and building effective relationships with residents, families, associates, professionals, and vendors. A flexible schedule outside typical business hours may be needed to meet community and sales demands.

Requirements

At least two years of relevant sales and marketing experience.
Proficiency with Windows, Microsoft Office, Word, Excel, Outlook, and CRM database systems.
Excellent oral and written communication skills, including proficiency with email processes and etiquette.
Positive attitude and interpersonal skills for working with associates, residents, families, and professionals.
Ability to promote a positive, team-oriented work environment.
Ability to accept constructive feedback and use it to improve performance.
Ability to travel for meetings as requested by the supervisor.
Adherence to the Grace Management, Inc. Sales & Marketing Manual, Policies and Procedure Manuals, and Associate Handbook.
Completion of drug testing and a criminal background check upon hire and when requested by the supervisor or Grace Management, Inc. Human Resources.

Nice To Haves

Senior living experience is preferred; Independent Living experience is a plus.
Senior living industry sales and marketing experience with proven results is strongly preferred.

Responsibilities

Support the team in meeting or exceeding budgeted occupancy and revenue.
Assist with completing move-in paperwork for new residents and help ensure a smooth transition into their new homes.
Meet or exceed established key performance metrics.
Use The ENGAGE Experience sales process for internal and external sales functions.
Assist in creating Strategic Sales and Marketing Trimester Plans with support from the Sales Director, Executive Director, Regional Director of Operations, and Regional Director of Sales.
Support successful execution of Strategic Sales and Marketing Trimester Plans.
Coordinate with associates to ensure successful Sales & Marketing events.
Plan and allocate marketing expenditures under the guidance of the Sales Director.
Audit, reconcile, and process invoices for payment in accordance with the marketing budget.
Follow the GMI Brand Style Guide when creating or using public-facing materials and press releases.
Maintain current marketing materials, supplies, forms, checklists, and move-in packets.
Assist in maintaining a Competitive Marketing Analysis, updated at least twice each year.
Maintain accurate and current information in the lead management system and contact database.
Close sales by responding promptly and guiding residents, families, and advisors through decisions, including providing appropriate referrals and resources.
Partner with the Sales Director to establish a sales culture within the community.
Establish a flexible work schedule to support community needs outside typical business hours, including visits, telephone inquiries, presentations, and appointments with qualified prospects.
Maintain working knowledge of community base rates and care costs and update that knowledge as needed.
Maintain confidentiality for residents, associates, and the community and adhere to Residents Rights.
Build trusting relationships with community and company associates.
Demonstrate cooperation and professional conduct with residents, families, fellow associates, professionals, and vendors.
Contribute to team efforts through flexibility, support, initiative, and understanding of how the position complements other community roles.
Demonstrate organization, attention to detail, deadline management, and timely communication.
Support the organization’s mission, vision, and culture through positive communication and leadership.
Perform additional tasks and duties as assigned.