Sales Gallery Associate / Sales Support Coordinator

Optima, Inc.•Wilmette, IL

8d•Onsite

About The Position

Optima is seeking a polished, responsive, and highly organized Sales Gallery Associate / Sales Support Coordinator to support the launch and ongoing buyer experience at Optima Lumina. This position is designed to ensure a consistent Optima presence at the front door while allowing the sales team to remain fully engaged with prospective buyers during presentations, appointments, and tours. The ideal candidate will be warm, articulate, detail-oriented, and comfortable representing a luxury residential brand across every interaction — in person, by phone, and by email. While the individual should hold an active real estate license and be able to discuss project information within approved guidelines, the role is primarily focused on front-of-house coverage, lead intake, buyer support, communication coordination, and administrative follow-through rather than direct selling or commission-based sales activity.

Requirements

Active Illinois real estate license required.
Strong communication skills in person, by phone, and in writing.
Professional presence and comfort engaging with luxury residential buyers, brokers, and high-expectation clientele.
Highly responsive, organized, detail-oriented, and able to manage multiple inquiries and tasks at once.
Comfortable learning and communicating approved project details, brand positioning, floor plan information, amenities, and sales process basics.
Ability to work collaboratively with commissioned sales agents, marketing, Optima leadership, and external brokerage partners.

Nice To Haves

Prior real estate sales experience is helpful but not required; this may be an appropriate junior sales-support opportunity for a licensed candidate early in their career.
Customer service, hospitality, concierge, leasing, front desk, brokerage support, or high-end retail experience preferred.

Responsibilities

Serve as the first point of contact for prospective buyers, brokers, VIP guests, and walk-in visitors.
Welcome each guest with a warm, professional, and high-touch hospitality standard consistent with the Optima brand.
Ensure the sales gallery entrance and reception experience are always covered during scheduled hours.
Provide a polished initial overview of Optima Lumina when a sales agent is not immediately available, using approved talking points and materials.
Make sure guests feel acknowledged, informed, and properly handed off to the appropriate sales team member.
Support the on-site sales team by managing initial guest intake, basic qualification, registration, and appointment flow.
Assist with scheduling and confirming sales appointments, VIP tours, broker visits, and follow-up meetings.
Answer general questions about Optima Lumina, amenities, floor plans, sales gallery logistics, and next steps within approved guidelines.
Support appropriate handoff of interested or qualified prospects to commissioned sales agents.
Help ensure sales agents can remain focused on active buyer presentations without unnecessary interruptions.
Answer incoming sales gallery phone calls promptly and professionally.
Return calls and support outbound follow-up efforts as directed by the sales team and marketing leadership.
Monitor and respond to general sales inquiry emails using approved templates and messaging.
Route more complex sales, pricing, contract, or negotiation-related questions to licensed sales agents or leadership.
Maintain clear, timely, and professional communication with prospects, brokers, sales agents, marketing, and internal Optima team members.
Capture and log guest, broker, and prospect information accurately in the applicable tracking system or CRM.
Maintain organized records of inquiries, appointments, follow-up items, and open tasks.
Assist with sales gallery readiness, including brochures, floor plans, refreshments, supplies, presentation materials, and general appearance.
Support event days, broker previews, VIP appointments, and special activations as needed.
Assist with daily opening/closing routines and help maintain an elevated, organized, and hospitality-driven sales environment.