Admissions Coordinator

Job Title: Admissions Coordinator

Location: Eastcastle Place

Salary: $75,000 with additional monthly commission bonus

Position Type: Full-time, Exempt

Schedule: Monday - Friday (8:00 a.m. - 5:00 p.m.)

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Are you an organized and compassionate professional who enjoys working with people? Do you excel at making others feel welcome while handling the details behind the scenes? Are you motivated by building relationships, driving results, and supporting a mission-driven community? If you are looking for a place of work that works as a team, builds you up to succeed, and makes a difference in people’s lives, you have found the place! 

When you work at Eastcastle Place, you have a front-row seat to the amazing life stories of the wisest people on earth. What’s more, you are part of an extraordinary company – one that’s investing in the future of senior living by investing in you. Don’t just do a job – be part of an extraordinary life!

We are seeking a new Admission Coordinator to join our team. Your role will be to coordinate the admission process, guest hospitality, and marketing and sales for residents within the Memory Care, Healthcare and Rehabilitation Center

What You Will Do:

As the Admissions Coordinator, you’ll play a vital role in welcoming new residents and families into our Memory Care, Healthcare, and Rehabilitation Center. You’ll manage the entire admissions process from initial inquiry to move-in, ensuring a smooth and supportive experience for residents, families, and our team.

In this fast-paced, service-oriented position, you’ll be a key contributor to census development and community engagement—helping create the first impression that defines life at Eastcastle Place.

Key Responsibilities:

• Handles all incoming inquiries professionally and manages the move-in process from first inquiry and follow-up through receipt of deposit and move-in; meets the community’s sales and occupancy goals.
• Promotes the community effectively to each inquiry by guiding them through the sales process; provides facility tours and answers questions regarding admissions.
• Ensures the community is consistently maintained in a tour-ready condition.
• Checks and monitors all rooms for appropriate readiness prior to move-in or admission.
• Manages prospect inquiries independently and ensures timely follow-up within designated timeframes.
• Works with prospective residents, families, and key influencers (e.g., physicians, attorneys, discharge planners) to facilitate timely and beneficial commitments to the community.
• Interacts with other departments to ensure apartments are properly prepared and all relevant parties are informed of move-in dates or adjustments.
• Maintains up-to-date knowledge of operational, competitive, and company information to respond effectively to inquiries.
• Obtains all required financial, medical, and social documentation, including payer sources and attending physician information, and enters data into PointClickCare prior to or upon move-in.
• Reviews all admission paperwork with the resident/guest or responsible party, including Medicare A coverage and non-coverage procedures; maintains all non-medical documentation in admission files.
• Ensures residents and/or POAs are properly signed in within required timelines.
• Verifies insurance benefit coverage for admission and coordinates utilization review for Medicare Part A admissions.
• Maintains ongoing daily and monthly census records, noting move-ins, move-outs, deaths, transfers, payment changes, and apartment status; completes weekly reports and inquiry logs in collaboration with marketing staff.
• Welcomes all new guests, residents, and families; provides orientation on services and amenities; sets service expectations for the first 24–48 hours post-admission.
• Collaborates with the Interdisciplinary Team and Environmental Services to resolve concerns; follows up to ensure service recovery is completed.
• Manages difficult or emotional customer situations by understanding client needs and coordinating timely solutions with leadership.
• Generates adequate appointments through effective prospecting of the database and new inquiries, including calls, emails, and event invitations.
• Demonstrates independence with daily responsibilities and makes proactive decisions and actions with minimal supervision; performs other duties as assigned.

What You Will Bring:

• A strong customer service mindset with compassion and professionalism
• Excellent communication, organizati