Now Hiring - Summerset Senior Living - Sales/Marketing Assistant (Move-In Coordinator) at Summerset Senior Living in Rancho Cordova, CA

Full description of the position

Date Revised: August 13, 2025 Job Summary: Provide community relations and outside sales activities necessary to achieve and exceed the Community's move-in goals to continuously maximize occupancy. Job Duties: Prior to Move-In * Always be communicating with the Community Relations Director. o Discuss depositors and get move-in date from Community Relations Director of next move-in. o Marketing Director will take deposit and give Family and/or Resident Move-in Binder. o Once deposit is taken and apartment and move-in date is selected, contact family and/or resident to introduce yourself and explain roll of Move-in Coordinator if you have not already. Room Turns * It is Move-in Coordinator's job to work and communicate with maintenance supervisor about what needs to be done in a vacated apartment. * Make sure to communicate all family/resident needs/requests with maintenance as early as possible. * After room turn is complete, Move-in Coordinator needs to do a final check of apartment to check for anything that might have been overlooked or still needs attention before new Resident moves in. LIC 602 - Physician's Report * Get completed Physician's Report Documents per state guidelines from family or doctor's office (sometimes families will already have this completed. If not, it is Move-in Coordinator 's responsibility to make sure facility has the completed document prior to move-in, if not prior to assessment). * Give copy of State required Physican Documents to Nurse/RSD and coordinate a day for assessment. * Make copy of Physician Documents and put it in LIC 602 Binder in California/or H&P Binder in Nevada. (Usually in ED 's Office). * Keep your copy of Physician documents for charting later. Assessment * Schedule assessment with Family and/or Resident (make sure to coordinate with nurse prior for time available). * Go with Nurse/RSD to assessment so that you can meet Resident and answer any move-in related questions. Contract * Once level of care is determined from the assessment, contract can be printed out. * Give Business Office Manger all new resident's move-in information i.e.: name, possession date, apartment number, level of care and have them print out contract and statement for you. * Email out all managers and receptionist about new resident (move-in date, care level, apartment and any extra info you have on resident). * Contact family and set up a time to come in and sign a contract with the Move-in Coordinator once properly trained or the Community Relations Director. * Once contract is signed, make copy for family and give back to them. * Make a copy for resident chart. * Put original in Business Office Manger file and return to Business Office Manager. * Use your copy of contract to complete resident chart. * Give resident chart to Nurse/RSD for Med Room. * Go to care staff change of shift day before move-in to give quick bio of new resident moving in (Nurse/RSD should already have care plan made for care staff to look over prior to move-in). * Contact family to confirm time resident will be arriving on move-in day. * Make sure apartment is 100% move-in ready. (Double check to make sure everything is clean, working properly, and any requests have been completed etc.) * Make sure Pendant is ready for resident. * Make sure keys are ready for resident. * Make WELCOME sign for resident's door. * Put WELCOME bag/gift in resident's apartment day of move-in. * Alert managers and reception of time resident will be arriving. Day of Move-In * Greet resident and family when they arrive. * Direct family to nurse to check in any and all medications. * Introduce caregiver and med tech on shift to new resident and family. * Set up meal dates for new resident and schedule accordingly. (Order of above listed duties with fluctuate depending on specific resident) * Make sure to contact family at end of first day to give update on loved one. (Sometimes family stays throughout the day with resident) * Make 6 copies of emergency contact sheet and place in emergency contact binder kept at the front desk. * Take new resident 's picture: o 1 copy goes on back of last emergency contact sheet emergency contact sheet binder. o 1 copy goes in resident chart. o 1 copy goes to resident's med tech. Days/Weeks Following Move-In * Send out emailed updates to all managers and reception of new resident each week for first month. (Give or take depending on how well resident acclimates) * Keep in contact with family giving them updates as well. (Call or email; whichever has been easiest for family) * Talk with resident to find out how they feel things are going and make sure any needs are being met. If any concerns, talk with appropriate department to come up with solutions. (Memory Care residents require speaking with family to find these things out). Move-Out * Always make sure to communicate with all managers when a resident has put in a 30 day notice for move-out. * Make sure to assist family in any way through move-out process. (Most of the time it is due to resident death or decline in condition). * Always make sure keys and pendant are returned to you. * Make sure to notify all managers when an apartment becomes vacant. Every Day Tasks Outside of Move-In Process * Always make sure the building looks presentable and "tour ready". o Walking around building and make sure nothing is out of place - utilize the daily walk through check off sheet and place them in the daily walk-through binder. o Make sure dining staff is keeping dining area clean and presentable. o Notify maintenance of anything that needs attention in building. * Make sure marketing materials are up to date and stocked accordingly. o Always make sure that there are enough completed brochures on hand for scheduled and walk-in tours. o Designate appropriate person i.e. reception if you are not preparing the brochures yourself. o Print and Create Outreach items every week utilizing the company provided outreach tags and ordering online for items as needed to go along with the outreach tags. o Email and Mail the CRM database following along with the event promotion guidelines training work sheet when there is a event coming up. * Ensure CRM database is completed o Make sure ALL tasks in the CRM system are completed before the day completes. If the CRD has outstanding tasks, complete those tasks after getting permission from the CRD to do so. o Learn and cultivate sales skills throughout employment. o Follow up on all cold leads and some warms (directed by CRD) in CRM as well as Community Relations Director's leads as directed. o Attend events as needed and coordinate outreach visits at the Community Relations Director's direction. o Make sure appropriate tour forms are stored at the front desk. o Tasks may fluctuate and are at the discretion of the Community Relations Director's week to week schedule. * Always be tour ready. o Move-In Coordinator is the #1 back up for the Community Relations Director. o Make sure you are up to date with the availability of apartments by checking the community roster. o Make sure to know the community and the services we offer. o Always take as much information down from the tour as you can to hand over to the Community Relations Director. The CRD will inform you to take the lead if you developed a strong relationship at initial tour. At CRD's discretion. Make sure communication is strong on lead hand-off. o Always inform managers of a tour that you have scheduled for yourself so everyone is aware. o Remind receptionist to have tour fill out form first, before you start the tour. o Make sure to be entering all information into the CRM and scheduling tasks appropriately. o "Wake-up" the Community upon arrival by making sure common areas looks clean and lights are on in model apartments. If items are not clean, communicate with proper departments. * Strengthen & Improve Sales/Marketing Skills. o Review the "inquiry connection sheet" to learn the proper discovery questions to ask potential residents and tours who come into the community looking for services. o Practice cold calls with the Community Relations Director and Regional Sales and Marketing Director. o In the beginning, ask for assistance when sending out an email to a lead to ensure that you are "asking for the close or next-step" in a kind but direct manner. o Learn how to "next-step" potential residents and tours in their discovery process. o Learn the proper Cadence of follow-up for prospective residents and their families so we do not overwhelm or underwhelm them with information. o Attend vendor fairs and events to aide in networking efforts of the community at the CRD's discretion. o Stay up to date on what the community is offering, such as educational opportunities or entertainment events to invite prospective residents and their families to attend. o Show up to work on time each working day. o Review and implement all Summerset Marketing Training Documents for best practices. Job Type: Full-time Pay: From $25.00 per hour Benefits: * Health insurance * Paid time off * Referral program * Vision insurance Ability to Relocate: * Rancho Cordova, CA 95670: Relocate before starting work (Required) Work Location: In person