Sales & Move-In Coordinator

Otterbein SeniorLife • Franklin, IN

5d

About The Position

The Sales & Move-In Coordinator supports occupancy growth and delivers an exceptional experience for prospective and incoming residents across Independent Living, Assisted Living, and Health Care. The role partners with sales, marketing, admissions, and operations teams to coordinate prospect engagement, move-in logistics, contract administration, resident onboarding, and marketing activities. The ideal candidate is organized, customer-focused, and able to manage multiple priorities while creating a welcoming, seamless experience for residents and their families.

Requirements

• 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.
• Professionalism, accountability, and responsiveness.
• Proficiency with Microsoft Office and general computer applications.

Nice To Haves

• 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).

Responsibilities

• 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.
• Maintain relationships with prospective residents and families throughout the decision-making process.
• Assist with waitlist management, deposits, and communications with future residents.
• Partner with the sales team to remove barriers and support successful move-ins.
• 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 smooth transitions.
• Assist with move-in readiness and resident welcome experiences.
• Maintain accurate prospect, resident, and sales activity records in 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.
• Assist with planning and executing 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.
• 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.

Benefits

• Medical insurance with free virtual doctor visits
• Vision insurance
• Dental insurance
• Pet insurance
• Life insurance
• Employee Assistance Program (EAP)
• 401(k) retirement savings plan with company match
• Paid Time Off (PTO), accruing from day one
• Paid holidays
• Access to DailyPay
• Tuition reimbursement up to $5,250 per year
• Tuition discounts through partnerships with the University of Cincinnati, University of Toledo, and Hondros College
• Employee-sponsored crisis fund
• Legal and identity theft protection
• Partner discounts through Access Perks
• Personal and professional development materials through RightNow Media @ Work

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED