Move-In Coordinator

Pay Range: $30.00 - $36.00/hour

JOB CULTURE

At Masonic Homes/Acacia Creek, we are committed to redefining senior living through collaboration, innovation, and a resident-centered approach. As we transition to a unified, one-campus sales philosophy, our goal is to eliminate silos between levels of living and create a seamless experience for prospective residents. This transformation reflects our dedication to operating as a true Continuing Care Retirement Community (CCRC), where every team member contributes to enhancing resident satisfaction and campus-wide occupancy.

Our culture values efficiency, transparency, and teamwork. By aligning our efforts across all care levels, we empower our staff to deliver a streamlined, simplified entry process that improves lead conversion and elevates our reputation as a premier senior living destination. Join us as we build a more connected, forward-thinking community where innovation and service go hand-in-hand.

JOB SUMMARY

The Move-In Coordinator oversees the move-in process for Independent Living, Assisted Living, and Memory Care for Master Masons and their eligible family members transitioning to Masonic Homes through Partial Assignment of Assets (PAA) contracts. This role is crucial in facilitating move-ins for Independent Living, Assisted Living, Memory Care, and the PAA program at Masonic Homes and Acacia Creek.

ESSENTIAL FUNCTIONS

Move-In Coordination

• Manage and facilitate all aspects of the move-in process, including initial contact, documentation, apartment readiness, and resident orientation.
• Maintain Move-In Packets: Regularly update and organize all materials for move-ins.
• Organize Move-In Logistics: Provide residents and families with information on professional organizers, packers, and moving companies.
• Order Keys & Access Materials: Manage key, phob, proximity card, badge, and door nameplate requests for new residents.
• Meet and Assist Residents: Complete all required move-in paperwork, communicate utility setup, and provide details on the 8-hour move-in assistance program.
• Cross Departmental Coordination: Ensure smooth coordination between facilities, dining, housekeeping, and other departments for move-ins.

Resident Engagement & Tours

• Giving Tours: Available to lead tours for prospective residents, offering detailed insights into the community’s services, amenities, and lifestyle.
• Welcome and Community Support: Work closely with the team to support new residents, assist with booking guest suites, and prepare welcome baskets for short-term stays.

Event Support & Marketing Assistance

• Event Planning & Logistics: Process event requests, assist with preparation (e.g., making signs, name tags), check-in guests, and assist with event cleanup, as needed.
• Advertising/Marketing Reports: Prepare monthly marketing reports as directed.
• Document Preparation: Prepare brochures and additional paperwork as needed.
• Special Projects: Work on projects, such as maintaining spreadsheets for apartment inventory or conducting walkthroughs.

Office & Administrative Support

• Answering Phones & Scheduling: Handle phone inquiries, book tours, schedule appointments, and manage RSVPs as needed.
• Concierge Support: Assist at the front desk during lunch or meeting coverage as needed.
• Inventory & Office Supplies Management: Track office supplies, including welcome basket supplies, waters, and marketing materials.
• Accounting & Filing: Keep resident files updated to ensure files are properly maintained at both Acacia Creek and Masonic Homes locations.

Facility & Apartment Management

• Model Apartment Preparation: Ensure model apartments are show-ready by vacuuming, removing trash, and tidying up at the end of the day.
• Apartment Maintenance: Clean apartments when need attention, including sweeping, wiping down surfaces, and ensuring a presentable environment.

SKILLS, ABILITIES AND EXPERIENCE

• Strong Communication Skills: Must have excellent verbal and written communication skills, including superior business writing, telephone, and customer service skills.
• Grammar & Proofreading: Excellent proficiency in English grammar and error-free written communication.
• Technical Proficiency: Ability to effectively use Microsoft Office products, including MS Outlook, MS Word, MS Excel, MS PowerPoint, MatrixCare, EntryPoint, WorxHub, Microsoft Teams, Zoom, Camera, MS Project, and the ability to learn new programs and software as required.
• Experience with Older Adults: Minimum of three (3) years of experience working with older adults in a professional setting.
• Regulatory Knowledge: Familiarity with Title 22 regulations and the ability to learn and understand pertinent parts of the California Masonic Code.
• Confidentiality & Discretion: Uncompromising sense of confidentiality and discretion required in handling resident and business information.
• Organizational & Filing Skills: Strong ability to organize, maintain records, and manage office files efficiently.
• Initiative & Independence: Ability to take initiative, work independently, and proactively address challenges.
• Task Management & Prioritization: Must prioritize multiple tasks, meet deadlines, and manage workload efficiently.
• Problem-Solving: Ability to take a proactive, solutions-based approach to complex problems and situations.
• Calm Under Pressure: Ability to remain calm and responsive in a fast-paced, priority-changing, and deadline-driven environment.
• Respect & Professionalism: Unwavering commitment to fostering a gracious, respectful tone in all interactions with residents, members, and staff.
• Professional Image: Must maintain a professional appearance and be well-groomed.

EDUCATIONAL REQUIREMENTS/LICENSES/CERTIFICATES

Any combination of education and experience that would provide the necessary knowledge and abilities listed, typically:

• Notary Public: Must possess a current Notary Public License. 

At Masonic Homes, we are looking for team members who would like to combine their passion for helping people, good communication skills, decision-making skills, and great ethical standards with the opportunities to advance your career.

In return for your skills, you will be offered:

• A work environment focused on teamwork and support for excellent care
• Excellent health, dental and vision, wage replacement and other benefits for you and your family’s well-being
• A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan
• Paid Time Off (PTO), Holiday Pay offered
• Investment in your growth through Tuition Reimbursement