Move In Coordinator

Buckner•Austin, TX

48d

About The Position

The Move In Coordinator performs general and specific move-in duties to secure admissions and maintain community occupancy within the shortest realistic time frame. The role supports public relations and sales activities, communicates the community’s retirement programs, and coordinates prospects’ tours, admission paperwork, and move-in projects with internal departments and contractors. The coordinator also supports special events, outreach, referral-source relationships, marketing materials, and lead-management reporting. The position requires nights and weekends as needed, travel to various locations (including occasional overnight stays), and work in alignment with Buckner’s policies, regulatory requirements, and Christian mission, vision, and values. Buckner Retirement Services is a not-for-profit, faith-based network of senior living communities across Texas with more than 60 years of experience. The organization states that it has been recognized as a Great Place to Work at all locations and is an Equal Opportunity Employer.

Requirements

A minimum of 1–3 years of related experience with hospital or retirement community admissions is preferred.
A bachelor’s degree in a related field is preferred.
Related experience in public relations, sales, or marketing is preferred.
High proficiency in Microsoft Office Suite; word-processing and spreadsheet experience are required. Proficient use of Microsoft Word, Excel, PowerPoint, and Outlook is required.
Recent computer training or computer experience is preferred.
Ability to use office equipment such as copy machines, fax machines, typewriters, and calculators.
Ability to work nights and weekends as needed to meet business needs.
Professional ability to speak, read, and write English.
Strong diplomacy and a record of developing collaborative relationships with organizational peers and outside colleagues; ability to relate positively and sensitively to a broad range of people and settings.
Ability to manage multiple deadlines with strong organization, synthesize information, identify the essence of issues, and produce measurable results.
Ability to work in a fast-paced, high-volume, multifaceted, results-oriented environment; analyze issues, prioritize, manage projects, and make timely decisions.
Proficient problem-solving skills and attention to detail in managing a wide range of information.
Ability to travel to domestic and international locations, sometimes overnight, and obtain and maintain documentation for air travel and vehicle rentals.
Ability to drive an assigned or personal vehicle with an appropriate state license, comply with applicable laws, provide proof of liability insurance, and qualify for coverage under Buckner’s insurance policy; must be at least 21 to drive on Buckner’s behalf.
Ability to maintain confidentiality and work under minimal supervision using sound judgment.
Professional commitment to Christian principles and teachings in alignment with Buckner’s mission, vision, and values.
Ability to exert up to 50 pounds of force occasionally, up to 20 pounds frequently, and/or 10 pounds continuously to move objects.
Ability to speak clearly in face-to-face interactions, provide directions, speak on the phone, and communicate effectively orally and in writing, including speaking in front of groups.
Ability to work under pressure and remain flexible as priorities change.
Sufficient good health to properly discharge duties; employees with a communicable infectious disease or skin lesion may not work for the duration of communicability.

Nice To Haves

Prior related experience with hospital or retirement community admissions.
Bachelor’s degree in a related field.
Prior related experience in public relations, sales, or marketing.
Recent computer training or computer experience.

Responsibilities

Communicate community retirement programs and increase sales and prospect leads through a variety of contacts, events, seminars, and community programs.
Conduct community tours and coordinate with sales, marketing, executive leadership, and other team members regarding openings and Independent Living transfers.
Respond to inquiries, maintain accurate inquiry files in the Marketing and Lead Management Program, and contact prospects to arrange tours or follow up about admissions.
Conduct tours on a flexible schedule, including times outside regular business hours when convenient for prospects.
Coordinate move-in projects with departments and contractors to meet expected results and timelines; notify the Director of Marketing and Sales of delays or concerns and act to resolve issues.
Complete, review, obtain signatures for, and process admission documents accurately and in accordance with company policies and procedures; oversee and expedite the move-in process.
Assist with on-site special events for prospects, new members, and community organizations.
Maintain speaking engagements and presentations at local churches, community affairs, trade fairs, and health fairs to communicate community programs and residential life.
Conduct outreach visits, develop and maintain referral databases, and maintain monthly contact with referral sources.
Monitor and provide accurate Lead Management reports to the Independent Marketing Director by established deadlines.
Coordinate with insurance and the Business Office to identify benefits and provide clinical indication for continued stay.
Communicate and monitor sales goals, objectives, quotas, and event calendars; monitor monthly expenses to support departmental budget objectives.
Develop knowledge of the senior housing industry, sales and marketing trends, and primary and secondary markets through training, publications, and professional networks.
Pursue professional growth and emerging leadership development.
Maintain Buckner hospitality standards and interact courteously with referral sources, residents, families, and others.
Represent Buckner at assigned events, activities, and functions; travel as needed to monitor, assess, and help develop programs.
Assist with community brochures, program fliers, event invitations, and prospect newsletters; submit articles and stories for internal publications and website updates.
Maintain compliance with Buckner policies and procedures and applicable state and federal laws and regulations.
Develop and maintain strong working relationships with co-workers and work successfully as part of a team.
Attend staff meetings and training as required; perform general office tasks, special assignments, projects, and other duties as required.