Movie In Coordinator - Job ID 352832

John Knox Village of Florida•Pompano Beach, FL

About The Position

The Move-In Coordinator manages resident transitions and supports the Sales and Marketing Department. The role coordinates with residents and families on paperwork, apartment readiness, space planning, upgrades, and move-in scheduling; welcomes residents and helps them settle into the community; and follows up after move-in to address questions or concerns. The coordinator works with maintenance, dining, nursing, housekeeping, movers, and other staff to prepare apartments and services. Additional responsibilities include coordinating guest stays and Staycations, maintaining guest and model apartments, assessing returned units and arranging work needed to prepare them for sale, and supporting tours, inquiries, outreach, events, and resident retention. The role also provides administrative support to residents, guests, vendors, employees, and visitors; maintains lead, suite-inventory, and project records; and assists depositors with information and services. This position is subject to Level 2 background screening in accordance with 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 degree or GED.
Proficiency with Word, Excel, PowerPoint, and Outlook.
Ability to undergo Level 2 background screening in accordance with Florida law.

Nice To Haves

Some college courses.

Responsibilities

Coordinate with residents and families on paperwork, furniture layout and space planning, upgrades, apartment readiness, and move-in scheduling.
Welcome new residents, provide keys or fobs and community orientation, introduce them to staff and ambassadors, and help place their belongings.
Follow up during the first week after move-in, confirm residents understand available 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 maintaining marketing materials.
Process documentation, maintain reports, and ensure compliance with community standards.
Answer telephones professionally and promptly and act as a liaison among staff, residents, family members, 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 units returned to inventory, determine required renovation or minor work, and submit work orders with instructions for preparing units for sale.
Create new model apartments, coordinate furniture moves, purchase or shop for furnishings and enhancements, and work with an interior designer as needed.
Create and maintain guest rental and Staycation model apartments; coordinate with housekeeping to maintain or replace guest items and furnishings.
Set up AT&T/Hotwire internet services; deliver requested beverages or snacks; maintain current resident guides; make dining reservations; ensure keys are available; and create apartment name plaques.
Set up apartments to meet housing needs as requested by management and assist the Move-In Manager.
Create work orders for new move-ins as needed, conduct apartment walkthroughs with residents, and complete the move-in process.
Purchase items for new-resident welcome baskets as needed.
Provide administrative support to residents, guests, vendors, employees, and visitors, including STARS.
Use RHS sales lead management software and the current LPC UPS system rotation; enter and assign website and call-in leads to LPCs.
Update suite inventory status and log changes; send mailings and updates to Westlake depositors as directed by the Director of Sales; and maintain the IL Unit Inventory Status report and Task Management Spreadsheet.
Act as liaison to Westlake depositors, share information about Village Club benefits, distribute ID badges, and distribute and monitor dining cards.
Assist with restaurant reservations, retention events, and special events.
Order and purchase Office, Welcome, and Innovation Center supplies and pick up items for special occasions or events as requested.
Apply the service expectations: Sincerely Welcome, Take Note and Adjust, Act with Urgency, Respond and Recover, and Surprise and Delight.