What are the responsibilities and job description for the Administrative & Scheduling Coordinator – Senior Living position at Spring Oak Senior Living?
Spring Oak Senior Living at Warrenton is a small, close-knit senior living community with 35 apartments and 41 licensed beds. We are seeking an Administrative & Scheduling Coordinator to work closely with the Executive Director and help keep the community organized, responsive, and running smoothly.
This is a hands-on role with primary responsibility for employee scheduling and significant involvement in sales coordination, CRM management, and prospect follow-up. The position also supports resident and family communication, administrative needs, recordkeeping, and day-to-day community operations.
\n- Manage employee schedules, including schedule changes, call-outs, open shifts, and coordination with department leaders.
- Support the Executive Director with daily administrative and operational needs, projects, meetings, audits, inspections, and follow-up.
- Keep the sales process organized by maintaining accurate CRM records, entering leads and activity, tracking follow-up, and helping ensure prospects receive timely communication.
- Assist with tours, move-in coordination, prospect follow-up, and other sales-related administrative tasks.
- Assist residents and families with routine questions, concerns, and service needs.
- Coordinate administrative aspects of move-ins, transfers, hospital or rehabilitation returns, and discharges.
- Assist with recruiting coordination, onboarding, employee communication, and maintaining organized resident and employee records.
- Work with department leaders to keep documentation, staffing needs, and operational priorities on track.
- When appropriately licensed, certified, and trained, assist with nursing or Med Tech shifts as needed to support the community.
- Senior living or assisted living experience is strongly preferred.
- Experience with employee scheduling, CRM systems, sales support, resident services, or community operations is a plus.
- Strong organization, communication, problem-solving, and follow-through skills.
- Ability to manage multiple priorities and communicate effectively with residents, families, employees, prospects, and department leaders.
- Comfortable learning and using scheduling, payroll, resident-record, CRM, and HR systems to properly support the Executive Director and community.
- Med Tech certification, CNA credentials, or nursing credentials are a plus.
$52,000 - $52,000 a year
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This is a full-time, onsite position reporting directly to the Executive Director. Some schedule flexibility may be required based on community needs.
Spring Oak Senior Living is an equal opportunity employer.
Salary : $52,000