Move In/Business Office Coordinator

Job Description

Job Description

Move-In Coordinator / Business Office CoordinatorAssisted Living & Memory Care Senior Living CommunityPosition Summary

At the Retreat at Sunny Vista, moving into a new home is more than a change of address—it is the beginning of a new chapter. As our Move-In Coordinator / Business Office Coordinator , you will play an essential role in creating a warm, welcoming, and seamless experience for new residents and their families. Your kindness, organization, and attention to detail will help ease the transition while ensuring all administrative and financial processes are completed accurately and efficiently.

This position combines exceptional customer service with business office responsibilities to support residents, families, and our team. You will be one of the first friendly faces families meet and a trusted resource throughout the move-in process.

Key ResponsibilitiesResident Move-In Coordination

• Welcome prospective residents and families with warmth, compassion, and professionalism.
• Coordinate all aspects of the resident move-in process from deposit through move-in day.
• Ensure all admission paperwork, residency agreements, and required documentation are completed accurately.
• Collaborate with nursing, housekeeping, maintenance, dining services, and other departments to prepare apartments for new residents.
• Conduct pre-move-in checklists to ensure apartments are clean, safe, and move-in ready.
• Coordinate move-in dates and communicate timelines with residents, families, and department leaders.
• Provide orientation to new residents and families regarding community services, policies, and amenities.
• Follow up after move-in to ensure resident satisfaction and address any concerns promptly.

Business Office Responsibilities

• Assist with resident billing, monthly statements, and payment processing.
• Maintain resident files and confidential records in accordance with company policies and regulatory requirements.
• Process deposits, refunds, and other financial transactions accurately.
• Support accounts receivable and assist with collections as directed.
• Assist with census reporting and occupancy tracking.
• Maintain contracts, insurance information, and resident records.
• Answer incoming phone calls, greet visitors, and provide exceptional customer service.
• Assist with office supply ordering and general administrative support.
• Support Human Resources and leadership with administrative projects as needed.

Customer Service Excellence

• Build meaningful relationships with residents, families, and team members.
• Respond to questions and concerns with empathy, professionalism, and urgency.
• Represent the community with enthusiasm and a commitment to exceptional hospitality.
• Maintain a welcoming, organized, and professional front office environment.

Qualifications

• High school diploma or GED required; Associate's degree preferred.
• Minimum of 1 year of administrative, business office, admissions, hospitality, or customer service experience.
• Previous experience in senior living, assisted living, healthcare, or long-term care preferred.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and electronic health record or billing systems preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Friendly, compassionate, and service-oriented personality.

Knowledge, Skills & Abilities

• Exceptional interpersonal and customer service skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple responsibilities while maintaining a positive attitude.
• Effective problem-solving and conflict resolution skills.
• Professional demeanor with a genuine passion for serving older adults.
• Ability to work collaboratively as part of an interdisciplinary team.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally.
• Ability to use standard office equipment including computers, printers, telephones, and scanners.
• Ability to move throughout the community to welcome residents and assist with move-in activities.

Why You'll Love Working Here

Every resident has a story, and every move represents a significant milestone. As our Move-In Coordinator / Business Office Coordinator, you have the unique opportunity to make that transition one filled with comfort, confidence, and compassion. Your thoughtful guidance, friendly smile, and dedication will help residents and families feel at home from the very first day.

If you are someone who finds joy in helping others, thrives in an organized environment, and believes every person deserves to be welcomed with dignity and kindness, we would love to meet you.

Together, we create more than a place to live—we create a place to belong.

Full-Time Position, *Regular Schedule: Monday through Friday, 8:30 a.m. – 5:00 p.m. *Flexibility Required: Occasional evening, weekend, and holiday hours may be required to support resident move-ins, community events, and business office operations.