Community Experience Coordinator

Eden Senior Care, LLC; Crest Hill (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Vista Senior Living Management is seeking a Community Experience Coordinator for Willow Falls to coordinate move-ins, serve as liaison with families, and ensure a smooth resident transition. The role requires organizing multiple departments, managing timelines, and maintaining accurate resident records.

You'll engage with residents and families, promote community services, and support occupancy and customer service goals while upholding confidentiality and professional standards.

Qualifications

• Bachelor’s degree preferred or equivalent experience.
• Minimum 3 years in a similar role.
• Strong organizational and coordination skills.
• Ability to manage multiple priorities with attention to detail.
• Proficiency with Microsoft Office and CRM software.

Responsibilities

• Coordinate all aspects of the resident move-in process from deposit through move-in day.
• Serve as the primary liaison between prospective residents, families, and community departments.
• Schedule move-in dates and communicate timelines with residents, families, and staff.
• Ensure apartments are prepared by coordinating with housekeeping, maintenance, dining, nursing and others.
• Verify paperwork and admissions documentation are completed and uploaded to PCC.
• Collaborate to ensure a smooth transition from sales to residency and welcome new residents.

Skills

Organization

Coordination

Microsoft Office

CRM software

Team collaboration

Time management

Education

Bachelor’s degree preferred

3+ years of experience

Strong organizational skills

Tools

CRM software

Microsoft Office

Job description

Job Description

Vista Senior Living Management is the dedicated senior living division of our organization, focused exclusively on the operation and growth of senior living communities. With more than 30 communities across multiple states, we specialize in Assisted Living, Memory Care, and Independent Living. Our mission is to provide outstanding care rooted in compassion, humility, accountability, and a genuine commitment to the well-being of our residents. We strive to create communities where residents receive personalized support, families have confidence in their care, and team members are empowered to succeed.

Willow Falls is a vibrant senior living community committed to providing exceptional care and enhancing the well-being of our residents. We believe in creating an environment that promotes physical, emotional, and social wellness. As we continue to grow, we are seeking dedicated individuals to join our team and contribute to the health and happiness of our residents.

Position: Community Experience Coordinator

Essential Job Functions

Resident Rights

• Knows and respects residents’ rights.
• Ensures all protected health information is kept confidential.
• Reports all complaints made by residents to supervisor.
• Reports allegations of resident abuse, neglect, and/or misappropriation of resident property.

Safety and Sanitation

• Follows established safety policies and procedures.
• Ensures potential safety/health hazards are eliminated.
• Wears and/or uses safety equipment and supplies when indicated and properly trained to use.
• Demonstrates job-specific knowledge of fire and disaster preparedness during drills or actual situations.
• Reports allegations of patient abuse, neglect, and/or misappropriation of patient property.

Staff Development

• Attends and participates in scheduled in-service training, educational classes, and meetings to maintain current certification as applicable and as managed by regulatory agencies and company policies.
• Attends and participates in in-service training as mandated by regulatory agencies and company policy.
• Participates in QAA process as needed.

Daily Responsibilities

• Coordinate all aspects of the resident move-in process from deposit through move-in day
• Serve as the primary liaison between prospective residents, families, and community departments
• Schedule move-in dates and communicate timelines with residents, families, and staff
• Ensure apartments are prepared and ready for occupancy by coordinating with housekeeping, maintenance, dining, nursing, and other departments as needed
• Verify that all required paperwork, assessments, and admissions documentation are completed before move-in + uploaded to PCC
• Collaborate with team to ensure a smooth transition from the sales process to residency
• Welcome new residents and families on move-in day, providing tours as needed, and introductions to community services and amenities
• Coordinate welcome materials, apartment readiness, and resident gifts
• Maintain accurate resident files and documentation
• Track move-in schedules and occupancy updates - communicating changes to leadership and department managers
• Follow up with new residents and families after move-in to ensure satisfaction and address any concerns
• Support occupancy and customer service goals
• Updating + maintaining CRM
• Serve as the resident liaison while residents transition into new home
• Encourage participation in community activities and social events
• Serve as the primary point of contact for residents during their first 30-90 days, providing guidance, support, and answering questions
• Build meaningful relationships with residents by learning their interests, preferences, and personal goals to help foster a sense of belonging
• Collaborate with department leaders to address resident concerns, coordinate follow-up, and ensure timely resolution of service requests
• Monitor resident satisfaction and identify opportunities to enhance the overall living experience
• Introduce residents to staff members, neighbors, and community resources to help establish relationships and ease the transition

Education And Experience

• Bachelor’s degree preferred. Considerable experience in a comparable position will be considered in lieu of degree.
• Minimum of 3 years of experience in the role, preferred.
• Strong organizational and coordination skills
• Ability to manage multiple priorities while maintaining attention to detail
• Proficiency with Microsoft Office and electronic health records or CRM software preferred
• Ability to work collaboratively
• Excellent time management and organizational skills
• Ability to maintain confidentiality and professionalism
• Compassionate, patient, and resident-focused approach
• Ability to adapt in a fast-paced environment with changing priorities

Physical Demands

• Work is primarily light in nature, with exerting up to twenty pounds of force occasionally and/or a negligible amount of force frequently to life, carry, push, pull or otherwise move objects to prepare for room readiness. Involves sitting most of the time but may involve walking or standing for periods of time to give center tours.
• Ability to walk throughout the community frequently
• Ability to lift or carry up to 20 pounds occasionally
• Ability to sit, stand, bend, and reach as needed throughout the workday
• Ability to operate standard office equipment

Travel

• Local travel engaging in outside sales calls as needed or directed by the Administrator/Executive Director.

Working Conditions

• The job operates in a health care setting. This role may also come into contact with residents who may have contagious illnesses.

Principal Contacts

• Residents, families, facility staff, Administrator/Executive Director.