Sales Coordinator

Job Description

Job Description

Description:

Position Summary

AMARA Senior Living is seeking a bilingual (English/Spanish), organized, personable, and motivated Administrative Sales Coordinator to support the daily operations of the Sales Department across Independence Hall and Williamsburg Landing.

This position combines administrative support, customer service, community tours, prospect engagement, and follow-up coordination. The ideal candidate brings experience in sales, customer service, hospitality, or a similar client-facing environment and is confident interacting with prospective residents, families, and referral partners. The role requires initiative, strong communication, and the ability to independently manage responsibilities in a welcoming and professional sales environment.

Key Responsibilities

Sales Office & Administrative Support

• Answer incoming sales calls and respond to general inquiries in English and Spanish.
• Monitor sales emails and assist with routine correspondence.
• Schedule and confirm community tours, meetings, and appointments.
• Maintain organized electronic and physical sales records.
• Assist with the Sales Director’s calendar and scheduling priorities.
• Provide daily administrative support and assist with special projects as needed.

Community Tours & Prospect Engagement

• Independently conduct professional, welcoming, and informative tours of both communities.
• Become knowledgeable about apartment layouts, amenities, services, lifestyle offerings, and approved pricing.
• Build rapport with prospective residents and families, understand their needs, and identify appropriate housing options.
• Confidently present community offerings and answer questions in English and Spanish.
• Assist with scheduled tours and walk-in inquiries.

Address routine questions and concerns while providing a personalized experience.

• Document tour outcomes and communicate important updates to the Sales Director.

Lead Management & Follow-Up

• Enter and maintain accurate prospect information in Welcome Home CRM.
• Document calls, emails, tours, and other prospect interactions.
• Conduct timely follow-up calls, emails, and text messages.
• Maintain ongoing communication with prospective residents and families following tours.
• Track pending inquiries, scheduled tours, and prospective move-ins.
• Identify qualified prospects and transition them to the Sales Director for advanced discussions, negotiations, and closing.
• Keep the Sales Director informed of prospect progress, concerns, and potential move-in opportunities.
• Ensure consistent follow-up and timely responses to inquiries.

Move-In Coordination

• Track pending signatures, deposits, and outstanding documentation.
• Coordinate apartment readiness with Maintenance and Housekeeping.
• Communicate upcoming move-ins to Concierge, Dining, Nursing, and other departments as needed.
• Maintain accurate move-in schedules and apartment availability trackers.
• Monitor outstanding move-in tasks and communicate updates to the Sales Director.

Marketing & Community Outreach Support

• Assist with coordinating community events, open houses, expos, and referral partner activities.
• Help organize event invitations, RSVPs, and event logistics.
• Maintain updated referral partner contact lists.
• Assist with outreach, follow-up calls and emails.
• Support community relationship-building initiatives as directed by the Sales Director.

Sales Reporting & Organization

• Assist with preparing weekly sales reports and occupancy tracking.
• Maintain accurate records of inquiries, tours, and prospective move-ins.
• Update spreadsheets and internal tracking documents
• Monitor outstanding tasks, deadlines, and pending follow-ups.
• Help maintain organized communication between the Sales Department and other teams.

Required Qualifications & Skills

• Bilingual in English and Spanish, with strong verbal communication skills in both languages.
• Previous experience in sales, sales support, customer service, hospitality, or a similar client-facing role preferred.
• Demonstrated ability to build rapport, engage prospective clients, and deliver exceptional customer service.
• Confidence conducting community tours, presenting information, and answering questions.
• Strong organizational, multitasking, and time-management skills.
• Experience managing customer inquiries, follow-up communications, and appointments.
• Proficiency in Microsoft Outlook, Word, Excel, and CRM systems.
• Ability to recognize potential opportunities and transition qualified prospects to the Sales Director.
• Strong attention to detail, professionalism, and ability to work independently.
• Available to work occasional weekends as needed for scheduled community tours, open houses, special events, and Sales & Marketing activities, with schedules coordinated in advance with the Sales Director.
• Compassionate, patient, and comfortable working with seniors and their families.
• Previous senior living, healthcare, or hospitality experience is a plus.

Ideal Candidate

The ideal candidate is warm, confident, outgoing, organized, and naturally comfortable interacting with people. This individual takes initiative, follows through on responsibilities, enjoys creating positive experiences, and can independently conduct community tours, maintain prospect relationships, and recognize when a prospect is ready for the Sales Director. Strong customer service, professionalism, bilingual communication, and organizational abilities are essential.

Compensation & Performance Incentives

This is a full-time position with a competitive compensation package and opportunities for additional performance-based incentives. Incentives may be tied to timely prospect follow-up, completed tours, accurate documentation, CRM management, administrative efficiency, departmental goals, and exceptional customer service and teamwork. The final compensation structure, incentive criteria, amounts, and payment schedules will be determined by management.

Reporting Structure & Sales Responsibilities

The Administrative Sales Coordinator reports directly to the Sales Director and supports both Independence Hall and Williamsburg Landing. The Coordinator assists with prospect engagement, conducts tours, manages routine follow-ups, maintains accurate CRM records, and provides administrative support. Qualified prospects are transitioned to the Sales Director for advanced sales discussions, negotiations, and closing. The Sales Director retains oversight of the sales pipeline, pricing approvals, negotiations, and final sales decisions.

Primary Objective

To provide dependable administrative and sales support, maintain excellent communication with prospective residents and families, ensure consistent follow-up, and contribute to the efficiency and occupancy goals of both communities—allowing the Sales Director to focus on relationship development, sales opportunities, and occupancy growth.