Sales & Move-In Coordinator

Otterbein; Franklin (IN); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental & vision

Paid time off

401(k) with company match

Tuition reimbursement

DailyPay

Life insurance

Employee assistance program

Job summary

Otterbein SeniorLife seeks a Sales & Move-In Coordinator to drive occupancy and deliver an exceptional experience for prospective and new residents across Independent Living, Assisted Living, and Health Care. You will coordinate prospect engagement, move-in logistics, contract administration, and onboarding with sales, marketing, admissions, and operations teams.

The ideal candidate is organized, customer-focused, and able to manage multiple priorities while creating a welcoming transition for

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.

Responsibilities

• Support occupancy growth through sales and marketing efforts.
• Respond to inquiries, follow-ups, tours, and appointments.
• Maintain relationships with prospective residents and families.
• Manage waitlists, deposits, and communications.
• Coordinate move-in from contract to arrival.
• Prepare admission paperwork and signings.
• Maintain CRM records and admissions data.
• Plan and assist community marketing events.
• Collaborate with cross-functional teams for resident experience.

Skills

Customer service

Communication

Organizational skills

Multitasking

Attention to detail

Education

High school diploma or equivalent

Associate's or Bachelor's degree

Tools

CRM platforms

Sherpa

HubSpot

PointClickCare (PCC)

Job description

Join Otterbein SeniorLife – a place that ignites your passion. You’ll find days filled with opportunities and memorable experiences. Become part of a team dedicated to caring for others. Career opportunities available for RNs, LPNs, CNAs, Culinary, Maintenance, Accounting, Sales, Marketing, and more.

Where Purpose Lives

Working Together for the Residents

At Otterbein, you are not just an “employee”; you are a partner in care. We believe in working together toward a common goal. Our focus is on person-centered care that honors both residents and their choices. Join a community of talented, kind, wise, funny, spirited, generous, and endearing individuals, among many other wonderful qualities.

What Makes a Meaningful, Rewarding Career?

It’s when you become a part of something bigger. You’re advancing and growing. You’re making a positive impact on the lives of others. It’s when you discover what you were born to do. It’s where you want to be. That’s Otterbein.

Life at Otterbein is progressive, supportive, fun, and inspiring.

• Medical insurance with free virtual doctor visits
• Vision and dental insurance
• Paid time off & paid holidays
• Life insurance
• 401(k)/403(b) with company match
• Employee-sponsored fund for employees in need
• Employee Assistance Program (EAP)
  *Benefits may vary based on position and location.
• Person-centered care
• Low staff-to-resident ratio
• Modern, state-of-the-art communities
• Top-quality equipment
• Safety programs in place
• Online employee platform for peer recognition and engagement
• And more!
• Company-paid CNA classes
• Training programs
• Strong “promote from within” philosophy
• Locations in Ohio, Indiana, and Michigan

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.

• 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*

• Medical Insurance with free virtual doctor visits
• Pet Insurance
• Life Insurance
• Employee Assistance Program (EAP) for personal and professional support
• 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.

In accordance with the Transparency in Coverage (TIC) regulations, partners can find health plan machine-readable files (MRF) here: