Move In Coordinator - Job ID 352832

John Knox Village of Florida•Pompano Beach, FL

About The Position

The Move In Coordinator manages the resident transition from sales closing through community integration, coordinating with residents, families, and staff to make moves smooth and welcoming. The role covers move-in paperwork and scheduling, space planning, apartment readiness, personalized orientation, and follow-up support. It also supports the Sales and Marketing Department through administrative work, lead and inventory tracking, tours, guest stays, staycation and guest apartment preparation, model apartment creation, and depositor services. The coordinator works with maintenance, dining, nursing, housekeeping, movers, and interior designers to prepare units and related services. Responsibilities include assessing apartments returned to inventory, arranging renovation or minor updates, coordinating work orders, maintaining guest and model apartments, arranging utilities and internet, organizing furnishings and supplies, and ensuring resident and guest information and reservations are current. The position also provides administrative assistance to residents, guests, vendors, employees, and visitors and helps with events and restaurant reservations. The role requires at least three years of administrative work experience in a changing environment, a high school diploma or GED, and proficiency with Word, Excel, PowerPoint, and Outlook. Some college coursework is preferred. The position is subject to Level 2 background screening under Florida law. John Knox Village is a drug-free and tobacco-free workplace and an equal opportunity employer.

Requirements

At least 3 years of administrative work experience in a changing environment.
High school diploma or GED.
Proficiency with Word, Excel, PowerPoint, and Outlook.
Subject to Level 2 background screening in accordance with Florida law.

Nice To Haves

Some college coursework preferred.

Responsibilities

Coordinate move-in paperwork, furniture layouts, upgrades, unit readiness, and move-in scheduling with residents and families.
Welcome new residents, provide keys or fobs and community orientation, introduce them to staff and ambassadors, and oversee placement of belongings.
Follow up with residents during their first week, confirm understanding of community services, and address concerns or unmet needs.
Coordinate with maintenance, dining, nursing, and housekeeping to prepare apartments and services for new residents.
Assist with tours, inquiries, community outreach, and marketing materials.
Process documentation, maintain reports, and ensure compliance with community standards.
Answer telephones professionally and promptly and serve as a liaison among staff, residents, families, and visitors.
Provide administrative support to the Sales and Marketing Department and cover for the Marketing Administrative Assistant during lunch and vacation as needed.
Set up and coordinate Staycation guest stays and maintain the Outlook Marketing Calendar with guest reservations.
Walk through apartments returned to inventory, determine needed renovation or minor work, and create work orders with instructions for updating inventory.
Create model apartments, coordinate furniture relocation with movers, purchase or shop for furnishings and enhancements, and work with an interior designer as needed.
Create and maintain guest rental apartments and Staycation model apartments; coordinate housekeeping and replace or maintain furnishings to community standards.
Arrange AT&T/HOT Wire internet service, guest keys, dining reservations, special snacks or beverages, current Resident Guides, and apartment name plaques.
Set up apartments to meet housing needs as requested by management and assist the Move In Manager, including move-in work orders and apartment walkthroughs.
Purchase items for new resident welcome baskets as needed.
Provide administrative support to residents, guests, vendors, employees, and visitors, including STARS.
Deliver service in accordance with the stated standards: sincerely welcome, take note and adjust, act with urgency, respond and recover, and surprise and delight.
Use RHS sales lead management software and the current LPC Ups system rotation; enter and assign website and telephone leads to LPCs.
Update suite inventory status and log changes; use RHS to send mailings and updates to Westlake depositors as directed by the Director of Sales.
Maintain the IL Unit Inventory Status report and task management spreadsheet.
Serve as liaison to Westlake depositors; explain Village Club benefits, distribute ID badges, and distribute and monitor dining cards.
Assist with restaurant reservations, retention events, and special events.
Maintain office, Welcome Center, and Innovation Center supplies; order or purchase needed items and collect items for special occasions or events.