CENTRAL ENROLLMENT COORDINATOR / ADMISSIONS VA

(Speed-to-Lead • Calling • Follow-Up • CRM Ownership)
ROLE PURPOSE
Protect and grow revenue by ensuring every enrollment inquiry is contacted quickly, followed up consistently, and tracked accurately.
This role turns visibility into enrollment.
LEAD SOURCES OWNED
IKS / IntelliKits CRM
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Scale Your Daycare
Website inquiries
Social media inquiries (routed)
CORE RESPONSIBILITIES
1. Speed-to-Lead (TOP PRIORITY)
Call every new inquiry within 5–15 minutes
If no answer:
Call again
Text

Email
No lead is left untouched
2. Calling & Communication
Handle inbound and outbound enrollment calls
Answer basic questions:
Age groups
Availability
Pricing ranges
Maintain a warm, confident, professional tone
3. Tour Scheduling & Confirmation
Schedule tours for the correct center
Send confirmations and reminders
Ensure Directors receive all tour details
4. Follow-Up System
Follow up until lead is closed:
Same day
Next day
3-day
7-day
Re-engage cold leads
Track all activity in CRM
5. CRM Ownership
Log all calls, texts, emails
Update lead status accurately:
New
Contacted
Tour Scheduled
Toured
Enrolled
Lost
Maintain clean, reliable data
6. Coordination & Reporting
Handoff tour info to Directors
Follow up post-tour
Provide daily and weekly enrollment summaries
Flag delays or issues immediately
DOES NOT DO
:x: Marketing
:x: Social media
:x: Classroom operations
:x: Tuition negotiations without approval
SUCCESS INDICATORS
Average response time under 15 minutes
High tour booking rate
Improved enrollment conversion
Clean CRM data
Reduced lead loss