Sales Gallery Associate / Sales Support Coordinator

Role Type: Hourly, non-commission sales support role. Licensed real estate professional preferred/required, but prior sales experience may be limited. This role supports the sales team and buyer experience; it is not intended to function as a commissioned sales agent role.  

About Optima Lumina 

Designed by award-winning architects David C. Hovey, FAIA and David Hovey, Jr., AIA, Optima Lumina is idyllically situated at the corner of Green Bay Road and Washington Avenue, emerging as the newest landmark in Optima’s celebrated legacy of architectural excellence and sustainable, community-centered design. Defined by a sophisticated, sculptural form, richly textured terracotta, and recessed terraces layered with lush vertical greenery, the building has been thoughtfully designed from foundation to footprint to embody the highest standards of environmental responsibility, enduring beauty, and exceptional living. Featuring carefully considered one-, two-, and three-bedroom condominiums alongside elevated amenities and a highly curated vision from the ground up, Optima Lumina introduces a fresh, sophisticated residential offering to Wilmette. 

Position Overview 

Optima is seeking a polished, responsive, and highly organized Sales Gallery Associate / Sales Support Coordinator to support the launch and ongoing buyer experience at Optima Lumina. This position is designed to ensure a consistent Optima presence at the front door while allowing the sales team to remain fully engaged with prospective buyers during presentations, appointments, and tours.  

The ideal candidate will be warm, articulate, detail-oriented, and comfortable representing a luxury residential brand across every interaction — in person, by phone, and by email. While the individual should hold an active real estate license and be able to discuss project information within approved guidelines, the role is primarily focused on front-of-house coverage, lead intake, buyer support, communication coordination, and administrative follow-through rather than direct selling or commission-based sales activity. 

Primary Purpose of Role 

• Maintain a professional and consistent presence at the sales gallery entrance so every visitor is welcomed immediately and appropriately directed.  

• Support the sales team by handling walk-ins, phone calls, outbound follow-up, email responses, scheduling, and basic project inquiries while agents are engaged with buyers.  

• Protect the quality of the buyer presentation experience by preventing sales agents from having to interrupt appointments when visitors arrive or calls come in.  

• Represent the Optima brand with polish, hospitality, responsiveness, and attention to detail in all interactions. 

Key Responsibilities 

Front-of-House / Brand Experience 

• Serve as the first point of contact for prospective buyers, brokers, VIP guests, and walk-in visitors.  

• Welcome each guest with a warm, professional, and high-touch hospitality standard consistent with the Optima brand.  

• Ensure the sales gallery entrance and reception experience are always covered during scheduled hours.  

• Provide a polished initial overview of Optima Lumina when a sales agent is not immediately available, using approved talking points and materials.  

• Make sure guests feel acknowledged, informed, and properly handed off to the appropriate sales team member. 

Sales Team Support 

• Support the on-site sales team by managing initial guest intake, basic qualification, registration, and appointment flow.  

• Assist with scheduling and confirming sales appointments, VIP tours, broker visits, and follow-up meetings.  

• Answer general questions about Optima Lumina, amenities, floor plans, sales gallery logistics, and next steps within approved guidelines.  

• Support appropriate handoff of interested or qualified prospects to commissioned sales agents.  

• Help ensure sales agents can remain focused on active buyer presentations without unnecessary interruptions. 

Phone, Email & Communication Support  

• Answer incoming sales gallery phone calls promptly and professionally.  

• Return calls and support outbound follow-up efforts as directed by the sales team and marketing leadership.  

• Monitor and respond to general sales inquiry emails using approved templates and messaging.  

• Route more complex sales, pricing, contract, or negotiation-related questions to licensed sales agents or leadership.  

• Maintain clear, timely, and professional communication with prospects, brokers, sales agents, marketing, and internal Optima team members.  

Administrative & Operational Support  

• Capture and log guest, broker, and prospect information accurately in the applicable tracking system or CRM.  

• Maintain organized records of inquiries, appointments, follow-up items, and open tasks.  

• Assist with sales gallery readiness, including brochures, floor plans, refreshments, supplies, presentation materials, and general appearance.  

• Support event days, broker previews, VIP appointments, and special activations as needed.  

• Assist with daily opening/closing routines and help maintain an elevated, organized, and hospitality-driven sales environment. 

Qualifications  

• Active Illinois real estate license required.  

• Prior real estate sales experience is helpful but not required; this may be an appropriate junior sales-support opportunity for a licensed candidate early in their career.  

• Strong communication skills in person, by phone, and in writing.  

• Professional presence and comfort engaging with luxury residential buyers, brokers, and high-expectation clientele.  

• Highly responsive, organized, detail-oriented, and able to manage multiple inquiries and tasks at once.  

• Customer service, hospitality, concierge, leasing, front desk, brokerage support, or high-end retail experience preferred.  

• Comfortable learning and communicating approved project details, brand positioning, floor plan information, amenities, and sales process basics.  

• Ability to work collaboratively with commissioned sales agents, marketing, Optima leadership, and external brokerage partners.  

Why This Role is Different 

This role offers exposure to luxury new-development sales, buyer experience management, and real estate operations while providing a stable hourly compensation structure and the opportunity to learn alongside an experienced sales team. 

Schedule  

• Part-time or full-time structure to be determined based on sales gallery coverage needs.  

• Coverage should align with sales gallery hours, appointment volume, weekends, VIP activity, broker events, and sales launch demands.  

• Weekend availability is expected; occasional evening or special event coverage may be required.  

Compensation Structure  

• Hourly, non-commission role.  

• No sales commissions are expected because this role is intended to support the sales process rather than function as a commissioned salesperson.  

• Final hourly range to be determined based on schedule, licensing requirements, market conditions, and candidate experience. 

Come as you are! At Optima we celebrate diversity and are committed to creating an inclusive environment for all team members. Optima evaluates qualified applicants without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or other legally protected characteristics