Move In Coordinator

Job Summary

A Move-In Coordinator manages the entire resident transition, acting as a liaison between new residents, families, and staff to ensure smooth moves, from paperwork and apartment readiness (cleaning, refurbishing) to personalized orientation, space planning, and post-move support, all while supporting marketing and sales efforts. They handle logistics like utilities, cable, and food preferences, ensuring new residents feel welcomed and settled, bridging the gap between sales closing and community integration.

Duties/Responsibilities

• Coordinate with residents/families on paperwork, space planning (furniture layout), upgrades, unit readiness, and scheduling move-in dates.
• Greet new residents, provide keys/fobs, offer community orientation, introduce them to staff/ambassadors, and ensure detailed placement of belongings.
• Follow up within the first week, confirm understanding of services (meals, activities, housekeeping), address concerns, and ensure needs are met.
• Communicate with maintenance, dining, nursing, and housekeeping to prepare units and services for new residents.
• Assist with tours, inquiries, community outreach, and maintaining marketing materials.
• Process documentation, maintain reports, and ensure compliance with community standards.
• Answer telephones professionally and timely.
• Act as liaison with staff, residents, family members, and visitors.
• Provide administrative support to the Sales and Marketing Department.
• Set-up and coordinate Staycation guest stays
• Maintain Outlook Marketing Calendar with guest reservations
• Act in the capacity of the Marketing Administrative Assistant during lunchtime and vacation time as needed
• Walk through units as it is returned to inventory
• Determine what needs to happen to make a sellable unit, i.e., complete renovation or minor work such as paint and flooring
• Complete work orders for renovation with instructions of steps to be taken to update inventory
• Creation of new model apartments
• Work with movers to relocate furniture to create new models
• Purchase items needed to enhance models
• Shop for additional items needed for models and/or staycations
• Work with interior designer as needed
• Creation and maintenance of guest Apartments for rentals
• Work with housekeeping to keep items utilized by guests in top condition and/or replace as needed
• Replace furnishing as needed to keep JKV high standards
• Creation and maintenance of Staycation Model Apartments
• Set up AT& T/HOT Wire internet services
• Delivering \"special\" beverages or snacks to apartment
• Maintain a up to date Resident Guide with current dining options, event calendar in each apartment
• Make reservations for guests for dining options
• Ensure keys are available for each apartment
• Create a name plaque for the front of the staycation apartment
• Set up of apartments to meet housing needs of others as requested by Management
• Assist Move in Manager
• Work Order for new move ins as needed
• Conduct an apartment walk through with resident and complete entire work order/move in process
• Purchase items for new move in basket as needed, i.e., orchids
• Provide Administrative Support to residents, guests, vendors, employees, and visitors like STARS
• Sincerely Welcome, Take Note and Adjust, Act with Urgency, Respond and Recover, Surprise and Delight
• Utilize RHS - sales lead management software; Utilize current LPC Ups system rotation
• Enter and assign new leads from website, call-in's, to LPC's.
• Update Suite inventory status as changes occur and log status
• Utilize RHS to send mailings and updates to all Westlake depositors as directed by Director of Sales
• Track IL Unit Inventory Status report documenting changes to the units as they occur
• Task Management Spreadsheet - keep updated projects
• Act as liaison to all Westlake depositors
• Provide information to new depositors regarding Village Club benefits, distribute ID badges and distribute and monitor dining cards
• Assist with reservations at the restaurants and retention events
• Assist with retention special events
• Office/Welcome and Innovation Center Supplies
• Order and purchase items needed
• Pick up items needed for special occasions and/or events as requested

Technical skills and Knowledge

• 3+ years administrative work experience in a changing environment.
• High School degree or GED. Some college courses preferred.
• Proficiency with Word, Excel, PowerPoint, Outlook.

Additional Requirements

This position is subject to Level 2 background screening in accordance with Florida law. More information can be found on the AHCA Background Screening webpage:

John Knox Village is a Drug‑Free and Tobacco‑Free Workplace . We are an Equal Opportunity Employer (EOE) .

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