Move-In Coordinator - Waverly Heights

Position Overview:

The Move-In Coordinator is responsible for ensuring a smooth and efficient transition for new residents into Waverly Heights. This role involves coordinating with Building Services, collaborating with contractors, managing customization of living spaces, and acting as a liaison between residents and contractors. The ideal candidate will have strong interpersonal and customer service skills, be detail-oriented, and possess the ability to manage multiple tasks and projects.

Key Responsibilities:

1. Pre-Move-In Coordination:

• Collaborate with the Building Services team to assess and determine necessary updates or repairs to the unit or villa prior to a resident's move-in.
• Review with Sales/Marketing special requests or customizations that need to be included in the scope of work

Resident Communication:

• Make initial contact with incoming residents to introduce the move-in process, provide a timeline, and share a checklist for their move.
• Act as the primary point of contact for residents throughout the move-in process, offering a high level of customer service and addressing any questions or concerns.
• Upon move in, provide new residents with a resource binder that includes essential information and resources related to their move and community living.

Customization and Personalization:

• Meet with residents to discuss and select finishes, including paint colors, flooring, cabinetry, and other design elements.
• Assess and manage any custom requests from residents, ensuring all modifications are feasible and completed.
• Ensure that all modifications are in line with the facility's standards and guidelines.

Contractor Collaboration:

• Collaborate with contractors to coordinate any construction or renovation work needed for new residents' units or villas.
• Act as a liaison between new residents and contractors, handling any questions, managing change orders, and ensuring clear communication throughout the construction process.

Moving Resources:

• Provide incoming residents with a comprehensive Moving Resources list, including recommended moving companies, packing services, and storage options.
• Explain each resource to residents, detailing the benefits and services offered to help them make informed decisions.

Move-In Logistics:

• Coordinate with third-party moving companies, if necessary, to facilitate a smooth transition for residents.
• Work with the facility's administrative team to ensure all necessary paperwork and contracts are completed prior to move-in.

1. Interdepartmental Communication:

• Communicate new resident information, including move-in date, meal plans, and special requests, to relevant departments such as Dining Services, Nursing, and Activities.
• Ensure all departments are prepared for the resident's arrival and that any special accommodations are in place.

Follow-Up:

• Conduct a final walk-through to ensure all requests have been fulfilled and unit is ready for occupancy.
• Address any last-minute concerns or issues that may arise during the move-in process with a focus on maintaining resident satisfaction.

Collaboration:

• Work closely with other departments, such as Sales, Nursing, and Activities, to ensure that new residents are integrated smoothly into the community.
• Participate in team meetings to discuss upcoming move-ins and any challenges that may need to be addressed.

Customer Service:

• Provide exceptional customer service to ensure that residents feel welcomed and supported throughout their transition.
• Handle any complaints or issues in a professional and timely manner, escalating concerns to management as needed.

Qualifications:

• Strong interpersonal and customer service skills are a must.
• Previous experience in property management, construction, hospitality, or senior living environments is preferred.
• Excellent communication and organizational skills.
• Ability to manage construction projects and collaborate with contractors.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office and property management software.