Acacia Creek Move-In Coordinator

Pay Range: $30.00 - $36.00/hour

JOB SUMMARY

The Move-In Coordinator is responsible for managing the move-in process for all fee-for-service move-ins at Acacia Creek, Pavilion Assisted Living. This position ensures a smooth transition and an excellent first experience for new residents. The Move-In Coordinator collaborates across multiple departments to prepare apartments, schedule move-ins, and communicate effectively with new residents and their families. Additionally, this role provides administrative and customer service support to the marketing team, contributing to a welcoming and efficient environment.

ESSENTIAL FUNCTIONS

Move-In Coordination

• Manage and facilitate all aspects of the move-in process, including initial contact, documentation, apartment readiness, and resident orientation. 
• Maintain Move-In Packets: Regularly update and organize all materials for move-ins. 
• Set Up AOD Files: Enter resident demographics and contact information into the system. 
• Organize Move-In Logistics: Provide residents and families with information on professional organizers, packers, and moving companies. 
• Order Keys & Access Materials: Manage key, phob, proximity card, badge, and door nameplate requests for new residents. 
• Meet and Assist Residents: Complete all required move-in paperwork, communicate utility setup, and provide details on the 8-hour move-in assistance program. 
• Cross-Departmental Coordination: Ensure smooth coordination between facilities, dining, housekeeping, and other departments for move-ins.

Resident Engagement & Tours

• Giving Tours: Lead tours for prospective residents, offering detailed insights into the community’s services, amenities, and lifestyle. 
• Welcome and Community Support: Work closely with the team to support new residents, assist with booking guest suites, and prepare welcome baskets for short-term stays.

Event Support & Marketing Assistance

• Event Planning & Logistics: Process event requests, assist with preparation (e.g., making signs, name tags), check-in guests, and manage event cleanup. 
• Mailing & Marketing Materials: Handle mailing of birthday cards, newsletters, and brochures. Manage shipments of branded materials such as robes, hats, and shirts. 
• Document Preparation: Prepare brochures and additional paperwork as needed. 
• Special Projects: Work on projects, such as maintaining spreadsheets for apartment inventory or conducting walkthroughs.

Office & Administrative Support

• Answering Phones & Scheduling: Handle phone inquiries, book tours, schedule appointments, and manage RSVPs. 
• Resident Directory Updates: Update the resident directory when Concierge is unavailable. 
• Inventory & Office Supplies Management: Track office supplies, including water, soda, snacks, and marketing materials. 
• Accounting & Filing: Deliver deposits to accounting and ensure files are properly maintained at both Acacia Creek and Masonic Homes locations.

Facility & Apartment Management

• Apartment Preparation: Ensure model apartments are show-ready by vacuuming, removing trash, and tidying up at the end of the day. 
• Contract Signing Preparation: Set up water, snacks, and drinks for contract signings. 

SKILLS, ABILITIES AND EXPERIENCE

• Strong Communication Skills: Must have excellent verbal and written communication skills, including superior business writing, telephone, and customer service skills. 
• Grammar & Proofreading: Excellent proficiency in English grammar and error-free written communication. 
• Technical Proficiency: Ability to effectively use Microsoft Office products, including MS Outlook, MS Word, MS Excel, MS PowerPoint, MatrixCare, EntryPoint, Viibrant, Worx Hub, Microsoft Teams, Zoom, Camera, MS Project, and the ability to learn new programs and software as required. 
• Experience with Older Adults: Minimum of three (3) years of experience working with older adults in a professional setting. 
• Confidentiality & Discretion: Uncompromising sense of confidentiality and discretion required in handling resident and business information. 
• Organizational & Filing Skills: Strong ability to organize, maintain records, and manage office files efficiently. 
• Initiative & Independence: Ability to take initiative, work independently, and proactively address challenges. 
• Task Management & Prioritization: Must prioritize multiple tasks, meet deadlines, and manage workload efficiently. 
• Problem-Solving: Ability to take a proactive, solutions-based approach to complex problems and situations. 
• Calm Under Pressure: Ability to remain calm and responsive in a fast-paced, priority-changing, and deadline-driven environment. 
• Respect & Professionalism: Unwavering commitment to fostering a gracious, respectful tone in all interactions with residents, members, and staff. 
• Professional Image: Must maintain a professional appearance and be well-groomed. 

EDUCATIONAL REQUIREMENTS/LICENSES/CERTIFICATES

Any combination of education and experience that would provide the necessary knowledge and abilities listed, typically:

• Notary Public: Must possess a current Notary Public License. 

At Acacia Creek, we are looking for team members who would like to combine their passion for helping people, good communication skills, decision-making skills, and great ethical standards with the opportunities to advance your career.

In return for your skills, you will be offered:

• A work environment focused on teamwork and support for excellent care
• Excellent health, dental and vision, wage replacement and other benefits for you and your family’s well-being
• A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan
• Paid Time Off (PTO), Holiday Pay offered
• Investment in your growth through Tuition Reimbursement

Salary : $30 - $36