Move-In Coordinator

Job Summary:

The Move-In Specialist plays a vital role in ensuring a smooth transition for new residents into our senior living community, including assisted living, memory care, and independent living settings. This dual-purpose position combines the responsibilities of overseeing the move-in process and guiding and managing families through the eligibility and admissions process. Additionally, this position requires maintaining compliance with the federal housing program for Low Income Housing Tax Credit (“LIHTC”). The ideal candidate will demonstrate empathy, attention to detail, strong organizational and communication skills, and a commitment to providing exceptional customer service while ensuring regulatory compliance.

Key Responsibilities:

Resident and Family Support

• Serve as the primary point of contact for families throughout the move-in and eligibility process, providing compassionate guidance and addressing concerns and special requests.
• Assist families in understanding the community’s onboarding process, services, amenities, and policies.
• Ensure residents and families feel welcomed, supported, and emotionally cared for throughout the transition.

Eligibility and Application Review

• Track admissions data and generate reports as needed for internal use and compliance purposes.
• Interview applicants and perform the necessary verifications in accordance with the LIHTC program.
• Review initial applications for completeness and accuracy, verifying all required financial, legal, and medical documentation.
• Assess applicants' needs, preferences, and qualifications to ensure proper placement in independent living, assisted living, or memory care settings.
• Confirm Waiver status

Coordination of Move-In and Admissions Process

• Drive pre-admission assessments and ensure the appropriate placement of residents in the community.
• Partner with the Executive Director to manage move-in timelines and ensure all necessary paperwork, including eligibility documentation, is completed and lease is drafted for execution.
• Coordinate with nursing, activities, dining, maintenance, and housekeeping teams to ensure move-in readiness and that all resident needs are addressed upon arrival.
• Ensure all compliance and regulatory documentation is completed and maintained according to state and federal guidelines, including annual renewals and ongoing compliance.

Customer Service and Community Engagement

• Act as an ambassador for the community, providing a positive first impression and fostering strong relationships with residents, families, and staff.
• Monitor and evaluate the move-in process to identify areas for improvement and ensure high standards of service.
• And any other duties as required

Qualifications:

Education and Experience:

• High school diploma required; associate’s or bachelor’s degree in healthcare, social work, or a related field preferred.
• 2 years of experience in senior living, healthcare, customer service, or a similar role (preferably in memory care, assisted living, or eligibility coordination).
• Experience with Medicaid Waiver or financial documentation is a plus.
• Knowledge of memory care programming and assisted living services, and related regulations is preferred.
• Familiarity with the LIHTC Program is required.

Skills:

• Exceptional organizational, time-management, and multitasking abilities.
• Strong interpersonal and communication skills, with the ability to interact effectively with residents, families, and staff.
• Compassion, patience, and empathy when working with individuals with memory impairments and their families.
• Knowledge of eligibility requirements for financial assistance and subsidies.
• Proficiency in Microsoft Office Suite and CRM systems, with the ability to learn community-specific software.
• Strong problem-solving skills and the ability to address move-in challenges effectively.
• Knowledge and experience in enforcing occupancy policies, managing resident files, and handling regulatory compliance documentation.

Physical Requirements and Work Environment:

• Ability to lift up to 25 pounds occasionally.
• Ability to stand, walk, and bend for extended periods during move-in preparation and execution.
• Ability to work in a fast-paced environment that requires flexibility and adaptability to meet the needs of residents, families, and staff.