Move-In Coordinator

Plymouth Harbor on Sarasota Bay•Sarasota, FL

About The Position

The Move-In Coordinator is responsible for facilitating all phases of apartment renovations, beginning with closing of apartments through orientation of new residents moving into partially or fully renovated apartments. The Move-In Coordinator acts as a liaison with residents for all construction projects. On non-apartment projects, the Move-In Coordinator assists the Project Manager during both pre-construction and construction phases to complete the projects successfully. SCHEDULE The usual work hours for this job position are weekdays, 8:00 am to 4:30 pm, but will, on occasion, include some evening and weekend hours, working more than eight hours in a day and working at a time not previously scheduled. DUTIES/RESPONSIBILITIES Create and maintain an atmosphere of warmth, personal interest and positive emphasis while working with all current residents, potential residents, family members, vendors, contractors, Team Members and others. Notify in-house departments of upcoming move-ins, deliveries, shut-downs, etc. Coordinate the closing of Plymouth Harbor apartments including notification to/coordination with other departments, clearing all items left after apartment turned over to PH, disposal, or preparation for reused of appliances, premarketing cleaning/preparation. Participate in assessing renovation needs of closed apartments. Obtain and review trade contractor quotes for assigned projects. Schedule trade contractors to complete work on assigned projects. Participate in coordination of apartments renovations (in-house & contractor) including walk-throughs, punch lists, following SCOPE and architect plans, and observing for adherence to safety practices & cleanliness of work areas. Coordinate work orders with contractors for residents and schedule work. Coordinate the move-in process for new residents. Create working relationships with movers, community agencies, furniture buyers and other vendors as appropriate for facilitating the move-in and apartment closing process. On-Board new residents regarding all aspects of living at Plymouth Harbor. This includes campus tour, instructions regarding Wellzesta, services, charges, and being a point person for them as they become familiar with their new home. Perform assigned clerical duties. Answer telephone and respond or direct callers appropriately. Coordinate assignment and close out of resident lockers. Participate in creating oral and written communications to residents regarding Remodeling, Maintenance and Capital Projects. Work as liaison between Construction, Maintenance, and Safety Services for resident projects and issues. Make independent decisions or recommendations that are in the best interest of Plymouth Harbor. Make efficient use of Plymouth Harbor’s resources and supplies. Attend and participate in appropriate meetings and in-service training programs. Attend and participate in workshops, seminars, and mandatory in-services as approved or required. Be familiar with the Fire Evacuation Plan and Emergency Management Plan. Maintain work area, equipment and supplies in a clean, sanitary and organized manner. Ensure that work areas are neat and confidential materials are properly stored before leaving area on breaks, end of work day, etc. Work safely complying at all times with Plymouth Harbor safety standards. Discharge properly such other responsibilities and duties as directed by the Project Manager.

Requirements

Minimum high school graduate.
Minimum of three years working in an environment related to property management, construction and/or maintenance.
Must have good organizational skills.
Must be a detail-oriented person and able to perform duties with great accuracy on a daily basis.
Must have excellent personal skills, demonstrating the ability to conduct oneself in a non-controversial style; a style that inspires the respect of others and promotes a sense of trust in the individual’s competence.
Must have good communication skills; speaking, writing, and listening.
Must be able to read, write, and speak English fluently.
Must be able to document work orders completed.
Must have excellent computer skills.
Must be proficient with Microsoft Office programs with emphasis on Excel, Outlook, and Word, with the ability to learn and use proprietary software as required.
As required by Florida law (House Bill 531), candidates must complete a Level 2 background screening through the Florida Care Provider Background Screening Clearinghouse as a condition of employment.

Responsibilities

Create and maintain an atmosphere of warmth, personal interest and positive emphasis while working with all current residents, potential residents, family members, vendors, contractors, Team Members and others.
Notify in-house departments of upcoming move-ins, deliveries, shut-downs, etc.
Coordinate the closing of Plymouth Harbor apartments including notification to/coordination with other departments, clearing all items left after apartment turned over to PH, disposal, or preparation for reused of appliances, premarketing cleaning/preparation.
Participate in assessing renovation needs of closed apartments.
Obtain and review trade contractor quotes for assigned projects.
Schedule trade contractors to complete work on assigned projects.
Participate in coordination of apartments renovations (in-house & contractor) including walk-throughs, punch lists, following SCOPE and architect plans, and observing for adherence to safety practices & cleanliness of work areas.
Coordinate work orders with contractors for residents and schedule work.
Coordinate the move-in process for new residents.
Create working relationships with movers, community agencies, furniture buyers and other vendors as appropriate for facilitating the move-in and apartment closing process.
On-Board new residents regarding all aspects of living at Plymouth Harbor. This includes campus tour, instructions regarding Wellzesta, services, charges, and being a point person for them as they become familiar with their new home.
Perform assigned clerical duties.
Answer telephone and respond or direct callers appropriately.
Coordinate assignment and close out of resident lockers.
Participate in creating oral and written communications to residents regarding Remodeling, Maintenance and Capital Projects.
Work as liaison between Construction, Maintenance, and Safety Services for resident projects and issues.
Make independent decisions or recommendations that are in the best interest of Plymouth Harbor.
Make efficient use of Plymouth Harbor’s resources and supplies.
Attend and participate in appropriate meetings and in-service training programs.
Attend and participate in workshops, seminars, and mandatory in-services as approved or required.
Be familiar with the Fire Evacuation Plan and Emergency Management Plan.
Maintain work area, equipment and supplies in a clean, sanitary and organized manner.
Ensure that work areas are neat and confidential materials are properly stored before leaving area on breaks, end of work day, etc.
Work safely complying at all times with Plymouth Harbor safety standards.
Discharge properly such other responsibilities and duties as directed by the Project Manager.