Administrative Services Coordinator

Heatherwood in; Burke (VA); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

Tuition Reimbursement

401(k) with company match

Employee Referral Bonus Program

Complimentary daily meals

Job summary

Retirement Unlimited, Inc. is seeking an Administrative Services Coordinator to join our team at a resort-style community.

You will coordinate every aspect of resident move-ins, serve as the primary admin contact for new residents and families, and maintain all required documents with confidentiality. You will collaborate across departments to ensure timely move-in readiness and excellent resident experiences, while supporting audits and compliance.

Qualifications

• Experience providing administrative support in hospitality or senior living environments.
• Ability to handle confidential information and support audits and inspections.

Responsibilities

• Coordinate resident move-in processes to ensure a smooth, welcoming transition.
• Serve as the primary administrative contact for new residents and families throughout the move-in experience.
• Collect, review, and maintain move-in documents and assessments.
• Collaborate with departments to align move-in timelines and resident readiness.
• Schedule move-in meetings, orientations, and room readiness walkthroughs.
• Maintain accurate records and complete move-in checklists.
• Support welcome experiences and foster a hospitality-focused environment.
• Assist with compliance documentation and prepare records for audits.
• Track forms, acknowledgments, and approvals with confidentiality.
• Provide administrative support to community leadership and maintain an organized workplace.
• Participate in MOD rotation to support residents, families, and team members.

Skills

Customer service

Communication

Organization

Job description

Administrative Services Coordinator (Project Management)

Retirement Unlimited, Inc. (RUI) is seeking an Administrative Services Coordinator to join our team! If you're passionate about creating exceptional first impressions, thrive in a collaborative environment, and enjoy helping others feel welcomed and supported, we'd love to meet you.

As the Administrative Services Coordinator, you'll play a vital role in creating a seamless and memorable experience for new residents and their families. From coordinating move-ins to supporting daily community operations, you'll help ensure every detail reflects the exceptional lifestyle our residents deserve. You'll work alongside a dedicated leadership team in a beautiful resort-style community where your organization, compassion, and professionalism make a lasting impact.

What You’ll Do

• Coordinate every aspect of the resident move-in process, ensuring a smooth and welcoming transition.
• Serve as the primary administrative contact for new residents and families throughout the move-in experience.
• Collect, review, and maintain all required move-in documentation, including agreements, financial forms, medical records, and assessments.
• Partner with Community Relations, Nursing, Life Enrichment, Culinary, Housekeeping, and Plant Operations to coordinate move-in timelines and resident readiness.
• Schedule move-in meetings, orientations, and room readiness walkthroughs.
• Maintain accurate documentation and complete move-in checklists.
• Support resident welcome experiences and foster a warm, hospitality-focused environment.
• Assist with compliance documentation and prepare records for audits, inspections, and surveys.
• Track required forms, acknowledgements, and approvals while maintaining strict confidentiality.
• Provide administrative support to community leadership and help create an organized, efficient workplace.
• Participate in the Manager on Duty (MOD) rotation, providing leadership and support for residents, families, and team members.

Why You’ll Love Working at RUI

• Supportive, team-oriented culture where your contributions are recognized.
• Beautiful resort-style community designed to inspire both residents and employees.
• Hands-on training, mentorship, and ongoing professional development.
• Career growth opportunities within a growing organization committed to promoting from within.
• Competitive compensation and a comprehensive benefits package, including Medical, Dental, Vision, and Life Insurance.
• Tuition Reimbursement and College Partnership Programs to support your future.
• 401(k) with company match.
• Employee Referral Bonus Program.
• Complimentary daily meals.
• A meaningful career where your work helps create exceptional experiences for residents and their families every day.

At RUI, you're more than an employer you're an essential part of a team dedicated to providing gracious hospitality, compassionate service, and a lifestyle our residents have earned and deserve. Join us and build a career where you can grow, make a difference, and be your very best.