Move In Coordinator

The Move-In Coordinator is responsible for ensuring a smooth and welcoming transition for new residents and their families into the community. This position coordinates all aspects of the move-in process, serves as a liaison between departments, residents, and families, and supports occupancy and resident satisfaction goals. The Move-In Coordinator works closely with Sales, Assisted Living, Maintenance, Housekeeping, Dining Services, and the Business Office to ensure apartments, services, and documentation are prepared prior to resident move-in.  

Essential Duties and Responsibilities 

Resident Move-In Coordination 

• Coordinate all resident move-ins and move-outs. 

• Serve as the primary point of contact for incoming residents and family members. 

• Communicate move-in requirements, timelines, and community expectations. 

• Prepare resident welcome packets and move-in binders. 

• Conduct pre-move and post-move apartment inspections to ensure readiness. 

• Coordinate resident orientation and introductions to community services and staff. 

• Facilitate transitions between Independent Living, Assisted Living, and Memory Care as needed. 

Resident and Family Relations 

• Maintain regular communication with residents and families throughout the move-in process. 

• Address and resolve move-in concerns promptly and professionally. 

• Provide exceptional customer service and promote a positive resident experience. 

• Maintain resident confidentiality in accordance with company policies and applicable laws.  

Community and Sales Support 

• Assist with community tours when needed. 

• Support occupancy goals by assisting with prospect follow-up and lead management. 

• Enter inquiries and resident information into the CRM database. 

• Assist with marketing events, open houses, and outreach activities. 

• Ensure community collateral and welcome materials remain current and available.  

Interdepartmental Coordination 

• Coordinate apartment readiness with Maintenance and Housekeeping. 

• Collaborate with Assisted Living, Dining Services, Activities, and Business Office departments regarding resident needs and preferences. 

• Participate in daily stand-up meetings and other community meetings as assigned. 

• Maintain accurate documentation related to move-ins and occupancy. 

Qualifications

Qualifications 

Education 

• High school diploma or equivalent required. 

• Associate degree preferred. 

Experience 

• One year of administrative, customer service, hospitality, senior living, leasing, admissions, sales, or move-in coordination experience preferred. 

• Experience in assisted living, memory care, or senior housing strongly preferred.  

Knowledge, Skills, and Abilities 

• Excellent organizational and time-management skills. 

• Strong verbal and written communication abilities. 

• Ability to build positive relationships with residents, families, and staff. 

• Proficient with Microsoft Office and CRM software. 

• Ability to handle multiple priorities in a fast-paced environment. 

• Demonstrated compassion and commitment to serving older adults. 

Physical Requirements 

• Ability to walk throughout the community frequently. 

• Ability to sit, stand, bend, reach, and lift up to 25 pounds. 

• Ability to operate office equipment and computer systems. 

• Ability to escort residents and families throughout the community.  

California RCFE Requirements 

• Must pass a criminal background clearance prior to employment. 

• Must meet California health screening and tuberculosis clearance requirements. 

• Must comply with all applicable California Department of Social Services RCFE regulations. 

• Must complete all required state and company-mandated training. 

• Must maintain current First Aid certification if required by community policy.