Move In Coordinator

The Variel; Los Angeles (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

The Variel in Los Angeles is seeking a Move-In Coordinator to manage the end-to-end move-in process for future residents. You will guide residents through selections, coordinate with multiple departments, and ensure all required paperwork is collected and distributed accurately.

Responsibilities include maintaining occupancy reporting, serving as the primary move-in contact, updating guides, and supporting marketing and operations with timely communication.

Qualifications

• Minimum three years related work experience.
• High school diploma or equivalent; bachelor’s preferred.
• Strong organizational, follow-up, detail-oriented, and multi-tasking abilities.

Responsibilities

• Assist and guide residents in selections and moves.
• Coordinate with internal teams and vendors for changes.
• Collect paperwork for closing and distribute to stakeholders.
• Maintain occupancy and move-in reporting with team.
• Prepare closing documents and communicate move-in details.
• Be primary contact for move-in dates and details.
• Update the community move-in resource guide.
• Staff the office to meet business needs, including evenings/weekends.
• Support internal transfers and inventory readiness.

Skills

Customer service

Office software

Multitasking

Communication

Time management

Education

High School Diploma

Bachelor’s degree preferred

Tools

Sherpa CRM

Job description

Description

Position Title: Move-In Coordinator

Department: Sales and Marketing

Exempt Status: Non-Exempt

Supervisor: Sales and Marketing Director

GENERAL SUMMARY:

The Move-in Coordinator works in accordance with the established policies and procedures of the community and/or specific instruction from the Sales and Marketing Director. The Move-in Coordinator performs all the necessary functions of ensuring a successful move-in of all future residents. This position reports to the Director of Sales & Marketing.

PRINCIPAL DUTIES:

Essential Job Duties:

• Assists and guides future residents in available selections (kitchens, flooring, colors, up- grades)
• Communicates with internal stakeholders including community leadership and other departments along with vendors as needed regarding any requests for construction / physical plant changes.
• Collects all necessary paperwork required for closing and distributes the paperwork to the necessary stakeholders.
• Works in conjunction with the other team members to ensure accurate reporting of occupancy, reservations and upcoming move-outs.
• Prepares closing documentation and internal communication timely and accurately.
• Serves as the primary contact with the future resident regarding move-in dates and details surrounding the move-in
• Develops and updates as needed the community move- in resource guide.
• Staff the office to meet business needs which may include evenings, weekends and holidays.
• Works with Marketing and Sales Director on the internal transfers of current residents between same levels of care and transfers to higher levels of care
• Works with Plant Operations to ensure available inventory is show ready for Marketing Director and Residency Counselor
• Participates in marketing events as directed by the Marketing and Sales Director.
• Assumes responsibilities for personal work areas and maintaining areas in a presentable manner.
• Influences hospitality focused environment throughout the community
• Always maintains a professional appearance.
• Utilizes Sherpa (CRM) as appropriate.
• Ability to travel to customer home as needed to advance the sale and visit residents away from the community.

Move In Coordinator 01.2025

• Other duties as assigned.

Requirements

QUALIFICATIONS:

• Minimum three years related work experience.
• Minimum requirement of a high school degree or equivalent (preferably Bachelor’s degree).
• Have strong organizational skills as well as the ability to follow-up, detail-oriented, ability to multi-task; prioritize projects and objectives while meeting deadlines. Experience in a professional office setting or hospitality environment, where good communication (especially telephone) and customer relation skills are essential.
• Proficient in the use of various software including all Microsoft Office applications.
• Strong written and verbal communication skills
• Excellent keyboarding and proofreading skills
• Competent in organizational and time management skills.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

• This position requires the ability to walk, stand and talk frequently.
• Must be able to push/pull up to 40lbs, lift to 35lbs.
• Ability to work in a fast-paced, high-performance environment with multiple priorities.
• Must be able to concentrate with frequent interruptions.
• Normally works in well-lit, comfortable surrounding
• Must be able to tour through the entire community including the ability to push an individual in a wheelchair.