Job Description

Community Move-In Coordinator - Omaha, NE

Schedule: Full-time / Day Shift Hours (8:30am-5:00pm); 1 4-hour Saturday/month

Location: Ovation Heartwood Preserve; 70 Maxwell Plz, Omaha, NE 68154

Apply online at https://teamavamere.com/

We are seeking an organized, outgoing Admissions & Move-In Coordinator with strong Excel and DocuSign skills to support tours, events, and the move-in process. This role requires a high school diploma, flexibility to support occasional events, and the ability to work independently and alongside the Sales Team. Experience in senior living, hospitality, or housing is preferred; sales experience is a plus.

Responsibilities:

• Responsible for receiving and tracking all community relations data such as inquiries, tours, deposits, special events, advertising, etc.
• Responsible for weekly reports that track all referrals, inquiries, tours, deposits, and referral sources
• Responsible for all move-in paperwork including review of paperwork completed
• Responsible for handling all incoming and outgoing sales and marketing calls, giving tours and handling the move-in process according to company policy
• Comply with all state and federal requirements for resident move-ins
• Alert appropriate department managers and property team of projected move-ins, tours and discharges. Responsible to communicate and to verify that the apartment is ready for the move-in timely
• Maintain a close working relationship with the team to assure appropriate and efficient decisions about prospective move-ins and move outs
• Coordinate appropriate deposit and move-in papers and obtain signatures from residents or responsible parties prior to move-in in a manner consistent with state and federal regulations. Communicate special needs of new residents to staff to ensure an efficient move-in. Communicate move-in decisions in a timely manner
• Responsible for pre-authorizations and documentation for all move-ins requiring such paperwork, and coordination of collections of pre-pay for residents. Obtain appropriate financial information prior to admission
• Maintain Network Flow analysis reports
• Maintain and implement monthly marketing plans
• Maintain CRM program for maintenance of all inquiries and referral sources
• Monitor and evaluate customer satisfaction
• Assist in the development of property marketing materials
• Assist to develop and implement special events and presentations targeted at community education. Serve as community resource and maintain contacts for information exchange. All such events will be tracked in the CRM component
• Regular, punctual attendance with flexible hours as responsibilities dictate.
• Attend CRD meetings and assist in implementation of resulting plans, monitor and track results
• All other duties as assigned.

Qualifications:

• High School Diploma required; Additional education in marketing or sales a plus.
• Experience in sales, with proven ability to “close” a high percentage of qualified leads.
• Experience in working with older adults.
• Dependable vehicle for transportation.
• Training provided in company admission procedures.

Benefits:

At Ovation, we believe caring for others starts with caring for our own teams. Our benefits are designed to support your well-being, growth, and peace of mind—so you can focus on making a difference every day.

Employees are Benefits-eligible at 30+ hours/week. Coverage begins the 1st of the month following hire

• Medical, Dental & Vision Coverage – Regence medical plans (PPO & HDHP), Delta Dental (with orthodontia), and VSP vision
• Employee Assistance Program (EAP) – Free, confidential support for mental health, stress, family needs & work/life balance (Canopy)
• Paid Time Off (PTO) – Flexible PTO program combining vacation, sick, and holiday time
• Paid Holidays – Six recognized holidays, with premium pay for eligible hourly employees
• 401(k) Retirement Plan – Available after 90 days, with discretionary employer match
• Health Savings Account (HSA) – Employer contributes up to $600/year for HDHP participants
• Flexible Spending Accounts (FSA) – Medical, Limited, Dependent Care, and Commuter options
• Supplemental Insurance Options – Accident, Critical Illness, Hospital Indemnity, Life & Disability (Sun Life)
• Legal Insurance – Affordable access to legal support for common life needs
• Pet Insurance – Discounted plans through Wishbone
• Employee Discounts – Savings on travel, entertainment, electronics, fitness & more (Tickets at Work)

Ovation by Avamere is an Equal Opportunity Employer and participates in E-Verify