Move-In Coordinator

Job Description

We are seeking an experienced Move-In Coordinator to join the sales team at our Varenna property. This is a high-impact role, supporting the Sales Director in achieving occupancy goals while delivering an exceptional, concierge-level experience to prospective residents and their families. This hourly role focuses on relationship cultivation, lead management, prospect engagement, and sales process coordination, ensuring a seamless and highly personalized journey from first inquiry through move-in.

The schedule for this position will be Tuesday – Saturday; 8:30am – 5:00pm.

$30-$40 per hour, plus commission

• Serve as a primary point of contact for prospective residents and families, delivering a warm, professional, and service-oriented experience.
• Respond promptly to inquiries via phone, email, and in person, providing accurate and compelling information about the community, lifestyle, and continuum of care.
• Build trust and rapport with prospects by understanding motivations, timelines, and financial considerations.
• Support the Sales Director in nurturing long-term prospects, including those in extended decision-making cycles typical of CCRCs.
• Schedule and coordinate community tours, discovery meetings, and follow-up appointments.
• Conduct tours and introductory presentations as assigned, highlighting the community’s lifestyle, amenities, residences, and value proposition.
• Assist with preparation and follow-up of sales materials, proposals, contracts, and deposit documentation.
• Track prospective activity and maintain accurate, up-to-date records in the CRM system.
• Manage incoming leads and ensure timely follow-up in accordance with sales standards.
• Prepare reports, pipeline updates, and activity summaries for the Sales Director.
• Coordinate with operations, clinical, dining, and hospitality teams to ensure prospect visits and move-ins are seamless.
• Support special events, marketing programs, and informational seminars as needed, including some evenings or weekends.
• Represent the community’s luxury brand and values in all interactions.
• Maintain deep knowledge of the CCRC model, contract types, pricing structures, and services to confidently address prospect questions.
• Uphold confidentiality and professionalism at all times.

• 2+ years of experience in sales, customer service, hospitality, real estate, or a related client-facing role.
• Exceptional interpersonal, communication, and listening skills.
• Strong organizational skills with the ability to manage multiple prospects and priorities.
• Comfort working with affluent, discerning clients and their families.
• Proficiency with CRM systems, Microsoft Office, and/or similar platforms.
• Experience in senior living, healthcare, hospitality, or luxury residential sales.
• Familiarity with CCRCs, entrance fee models, or long-term care planning.
• Event coordination or marketing support experience.
• Schedule may include occasional evenings and weekends to support tours and events.

Gallaher Signature Living is redefining what it means to age well. Rooted in a legacy of compassion, elegance, and excellence, our communities go beyond traditional senior living—offering personalized experiences that enrich daily life and foster meaningful connections. As we continue to grow across California, we are building a team of forward-thinking professionals who are passionate about shaping the future of senior living.

Our support office is located in Windsor, California, and we currently operate residential communities in Santa Rosa, Alameda, Moorpark, and Covina. Our communities support active adults through Independent Living, Assisted Living, and Memory Care, delivering high-quality services in thoughtfully designed environments.

• Medical (PPO and HSA), dental, and vision insurance options (fulltime only)
• Flexible Spending Accounts (FSA) – (fulltime only)
• Life insurance (fulltime only)
• 401(k) plan with safe harbor employer match
• Paid vacation and sick time for hourly team members; PTO plan for exempt team members
• Hourly staff members receive paid time off for their anniversary and birthday
• Paid holidays
• Paid bereavement
• Paid jury…