Marketing Specialist/Move-in Coordinator

Position Summary

The Marketing Specialist / Move-In Coordinator is a hybrid role responsible for providing comprehensive administrative, marketing, and move-in coordination support to ensure an exceptional experience for prospective residents and their families from initial inquiry through successful move-in and transition into the community.

This position requires extensive knowledge of senior living operations, including Independent Living, Assisted Living, and Memory Care. The successful candidate must possess a strong understanding of the move-in process, regulatory requirements, healthcare documentation, resident assessments, and interdisciplinary collaboration necessary to facilitate timely and seamless admissions.

Additional Move-In Coordinator Responsibilities

In addition to all Marketing Specialist responsibilities, this position will:

• Serve as the primary Move-In Coordinator for all new resident admissions.
• Coordinate the entire move-in process from deposit through move-in day, ensuring a seamless and welcoming experience for residents and their families.
• Partner closely with the Director of Sales & Marketing, Sr. Executive Director, Associate Executive Director, Health & Wellness Director, Resident Care Director, Finance Department, Food and Beverage, Housekeeping, Maintenance, Concierge, and Life Enrichment to ensure move-in readiness.
• Schedule and coordinate all required clinical, nursing, and regulatory assessments prior to admission.
• Ensure all admission paperwork, physician forms, financial documentation, insurance information, service agreements, emergency contacts, and regulatory documents are completed accurately and received before move-in.
• Review admission packets for completeness and regulatory compliance.
• Monitor move-in timelines and proactively communicate with prospective residents, families, referral partners, physicians, hospitals, rehabilitation facilities, and home health agencies, coordinate apartment readiness, including housekeeping, maintenance, furniture placement, utilities, welcome gifts, technology setup, and dining arrangements.
• Maintain move-in checklists and ensure all departments complete assigned responsibilities prior to resident arrival.
• Conduct pre-move-in meetings with interdisciplinary departments to ensure operational readiness.
• Coordinate moving logistics with families and outside moving companies as appropriate.
• Serve as the primary point of contact for prospective residents and families throughout the admission process.
• Welcome new residents on move-in day and ensure a smooth transition into the community.
• Facilitate introductions to department leaders and coordinate resident orientation.
• Schedule post move-in follow-up visits and collaborate with department leaders to ensure successful resident adjustment.
• Track move-in metrics, occupancy reports, conversion data, and admission timelines.
• Maintain complete and accurate resident records in Welcome Home CRM and all applicable community software systems.
• Ensure all admissions comply with state regulations, company policies, and community standards.
• Develop and maintain strong relationships with hospitals, rehabilitation centers,  physicians, home health agencies, hospice providers, and referral partners to facilitate efficient admissions.
• Assist with community tours, marketing events, lead management, and occupancy initiatives when not actively coordinating admissions.
• Participate in resident welcome events, orientation programs, and retention initiatives designed to enhance the resident experience. 

Preferred Qualifications

• Minimum of 3–5 years of senior living experience in admissions, sales, move-in coordination, healthcare administration, or community operations.
• Thorough knowledge of senior living admission processes, healthcare documentation, state licensing regulations, and resident assessment requirements.
• Experience coordinating admissions for Independent Living, Personal Care, and Memory Care communities preferred.
• Proficiency with Welcome Home CRM, Microsoft Office Suite, and electronic healthcare or resident management systems.
• Exceptional organizational, customer service, communication, and project management skills.
• Demonstrated ability to manage multiple move-ins simultaneously while maintaining exceptional attention to detail.
• Ability to work collaboratively across all departments and provide a high-touch, hospitality-driven experience for residents and families.