Sales Assistant

University Woods Campus
6205 Mineral Point Rd
Madison, WI 53705, USA

The Independent Living (IL) Sales Counselor supports Oakwood Village’s census goals by guiding prospective residents and their families through the full IL sales journey—from initial inquiry and discovery through tours, waitlist/deposit steps, contract preparation, and move‑in.

This role is highly relationship‑driven and requires strong follow‑through. The IL Sales Counselor provides timely, accurate information about Oakwood’s services, lifestyle, pricing, and contract options; responds to questions with clarity and warmth; and partners closely with internal teams (Health & Wellness, Finance, Renovations, Facilities Services, and campus leadership) to ensure a smooth, well‑coordinated move‑in experience.

The IL Sales Counselor maintains a high standard of CRM/marketing software documentation, using the system to track activity, manage pipeline progress, and support reporting on key sales metrics. The role also supports events and outreach efforts that generate inquiries and strengthen Oakwood’s presence in the community.

This position reports to the Sales & Marketing Director.

MISSION STATEMENT

We are Called to serve a thriving community of seniors that live with dignity, connection and purpose.

CORE VALUES

Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values:

• Compassion
  :
  We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
• Faith
  :
  We have a commitment to remain true to the vision and mission of Oakwood.
• Inclusion
  :
  We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
• Integrity
  :
  We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co‑workers.
• Dedication
  :
  We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.

ESSENTIAL RESPONSIBILITIES (including but not limited to)

• Manages the Independent Living sales pipeline from inquiry through move‑in, ensuring a seamless and resident‑centered experience.
• Responds promptly to inquiries (phone, email, walk‑ins, website leads) and schedule/confirm tours and next steps.
• Conducts discovery conversations to understand a prospect’s priorities, timeline, and concerns; tailor recommendations accordingly.
• Leads campus tours and presentations, clearly communicating Oakwood’s lifestyle, services, pricing, and value.
• Educates prospects and families on contract options, residency agreements, fees, and the waitlist/deposit process; answer questions accurately and consistently.
• Guides prospects through the waitlist journey (status updates, touchpoints, unit selection steps, and deposit documentation as applicable).
• Coordinates internal steps required for move‑in readiness by partnering with Health & Wellness, Finance, Renovations, Facilities Services, Dining, and other stakeholders.
• Collects required information for financial and wellness review processes and ensure documents are handled using approved confidentiality/PHI‑safe procedures.
• Prepares and tracks required sales documentation and ensure timely completion of all steps leading to closing and move‑in.
• Maintains accurate, complete, and timely documentation in the CRM/marketing software; record all touches, tasks, notes, and outcomes.
• Use CRM reports and dashboards to manage daily activity, monitor pipeline health, and improve conversion results.
• Meets individual performance goals and key activity metrics (e.g., calls, appointments, tours, follow‑ups, deposits, closings) as set by the Sales & Marketing Director.
• Collaborates with the broader sales team to share insights, align messaging, and support campus‑wide census goals.
• Participates in and support marketing and sales events (open houses, educational programs, referral gatherings, community presentations) to generate leads.
• Builds and maintains relationships with referral sources and community partners; support outreach as assigned.
• Provides excellent customer service and…