Move In Coordinator

Move-In Coordinator

The Move-In Coordinator plays a vital role in delivering an exceptional first impression and seamless transition experience for new residents and their families. In partnership with the Senior Living Advisor, this position supports the sales and marketing process while ensuring each move-in reflects the community’s commitment to hospitality, service excellence, and personalized care.

This role is highly visible and requires a strong attention to detail, a proactive mindset, and a passion for creating a warm, welcoming environment.

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Key Responsibilities

• Demonstrate a comprehensive understanding of the community’s services, amenities, and lifestyle offerings to confidently represent the WellQuest brand to prospects, families, and referral partners
• Ensure the community is tour-ready each day by completing a detailed walkthrough of all primary tour paths and common areas
• Coordinate and oversee all aspects of resident move-ins and move-outs, delivering a smooth, organized, and welcoming experience
• Serve as a trusted point of contact for new residents and families, providing clear communication and support throughout the transition process
• Partner with the Senior Living Advisor to support lead management, including responding to inquiries, scheduling tours, and assisting with follow-up
• Conduct community tours as needed, delivering an engaging and personalized experience that reflects the WellQuest standard
• Assist in qualifying prospects and supporting the sales process from initial inquiry through deposit, as directed
• Maintain accurate and timely data entry within the CRM system, ensuring all interactions and follow-up are documented
• Prepare and present personalized move-in materials, including resident welcome binders
• Complete detailed apartment inspections prior to occupancy to ensure readiness and alignment with community standards
• Coordinate internal resident transfers between levels of care with professionalism and sensitivity
• Support the planning and execution of marketing events that promote community engagement and brand awareness
• Maintain and update community social media platforms to reflect an active, vibrant lifestyle
• Manage inventory of marketing materials and ensure all collateral reflects current branding and messaging
• Collaborate with department leaders to ensure alignment and readiness for all move-ins and transitions

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in business, hospitality, marketing, healthcare administration, or related field preferred
• Previous experience in senior living, hospitality, sales, or a service-driven environment strongly preferred
• Proven ability to deliver exceptional customer service with a focus on hospitality and relationship building
• Strong organizational and time management skills with the ability to prioritize and manage multiple responsibilities
• Excellent verbal and written communication skills with a professional and polished presence
• Self-motivated with the ability to work both independently and collaboratively within a team environment
• Proficiency in Microsoft Office and ability to learn CRM systems and digital marketing platforms
• High level of attention to detail and commitment to quality and consistency
• Ability to handle sensitive information with discretion and maintain confidentiality
• Flexible schedule with availability to support community events, including occasional evenings and weekends