Position Summary:
The Welcome Coordinator is a vital role within our senior living community as they are responsible for providing a successful and warm welcoming for residents as they move-in and transition to their new home within the Autumnwood Community. Summary of responsibilities include but not limited to working with the resident and family in completing and obtaining all required paperwork by communicating with all appropriate parties (resident’s family, physician, etc); coordinating assessment appointments and completion of required paperwork and preparing the resident’s administrative file; conducting the resident’s orientation to their new home. Following Autumnwood’s quality service standards, ensuring each resident’s move-in and transition to their new home is smooth and successful following Autumnwood’s shared values of integrity, compassion, respect, and commitment.
Qualifications:

• Diploma from a recognized college in sales, business, commerce, administration or related field preferred.
• Two (2) year’s experience in a similar administrative support role.
• Experience in senior living sales environment preferred.
• Previous customer service experience with demonstration of customer service skill set in similar setting.
• Submission of proof of a negative 1-step Mantoux TB test (within six months of hire) and proof of a 2-step Mantoux TB test (Note: if the 2-step Mantoux TB test is within six months of hire, the 1-step test is not required). Where Mantoux tests are positive, submission of a negative chest x-ray is required.
• Police Records Check with Service with the Vulnerable Sector (PRCSVS), completed no later than six (6) months before your date of hire, which is acceptable to the employer.
• Bilingualism (English/French) is considered an asset.
• Must be legally eligible to work in Canada.

Skills & Abilities:
· Excellent written and verbal skills for effective communication.
· Excellent customer service skills with a client-centered focus.
· Competent in organizational, time management skills, attention to details and accurate record keeping skills.
· Strong networking and relationship-building abilities.
· Demonstrated affinity for the senior population and a good understanding of their needs.
· Demonstrates good judgment, problem solving and decision-making skills.
· Demonstrates proficiency in computer skills, Microsoft Office (Windows, Outlook, Excel) and with the ability to learn new applications (ie. Point Click Care – PCC).
· Demonstrated knowledge of the community and the geographic regions near the home.
· Demonstrated ability to work as part of an inclusive team.
· Excellent interpersonal skills with the ability to quickly build a good rapport with residents and their families.
· Ability to facilitate small group presentations.
· Ability to handle multiple and competing priorities.
· Ability to work independently with minimal supervision.
· Ability to work weekends, evenings, flexible hours, available for our customers at peak service delivery days and times.
· Ability to maintain confidentiality of resident information.
· Ability to develop and maintain effective working relationships with a wide variety of people.
· Familiarity with or willing to become familiar with the standards set out in the Retirement Homes Act, 2010 (RHA) and the function of the Retirement Homes Regulatory Authority (RHRA).
Tasks and Responsibilities:
· Manages the move-in process as outlined in the Resident Move-In Checklist
· Meets with the resident and/or family on the day the Community Fee is placed and reviews the Move-In Packet ensuring all information is clearly explained for understanding.
· Coordinates the Resident Assessments with the Nursing Supervisor, Activity Coordinator and Hospitality Services Manager.
· Ensures all required paperwork and forms are completed on or before the move-in date by the resident and/or family.
· Ensures the completion of the Resident Profile in census tracking software.
· Schedules the Resident Agreement Signing.
· On the Move-In day, the Welcome Coordinator:
o Will be present and available to support the admission process.
o Collects any remaining paperwork.
o Reviews the Care Home Information Package with the resident and family member(s).
o Presents a Welcome Gift.
o Orientates the resident and family to the community.
o Presents the room to the resident and family, explains the telephone and emergency procedures systems and other services such as hair care/salon, dining, transportation, life enrichment activities, etc.
o Arranges lunch or dinner for the resident and family members on the move-In day.
o Confirms residents table number a seating assignment.
o Confirms and communicates resident housekeeping schedule.
· Assist with maintaining prospect board.
· Updates PCC with leads, resident deposits, residency agreements, NTV’s (anything related to census at move-in or move-out).
· Answering calls at ext. XXXX – Marketing Team
· Prepare & restock Marketing team with all required paperwork, packages and marketing materials.
· Provide back up for the Senior Living Advisors (SLA’s) with tours.
· Assist SLA’s with pre-tour and pre-move in walkthroughs.
· Assisting with Prospect Board.
· Updating Resident lists for all teams.
· Updating intercoms with Residents names.
· Ordering & putting up name tags for residents prior to move-in.
· Ensuring Resident’s phones are cleared of all old messages prior to move in (Solswitch).
· Updating stand-up daily to include marketing data and staff room whiteboard with all upcoming move-in’s & move-outs.
· Inventory and liaison for re-ordering Marketing Swag.
· Attend all Marketing team meetings.
· Taking new deposit cheques to the bank at least bi-weekly and before month-end.
· Maintains open & ongoing dialogue with the resident and/or family from the time the Community Fee is placed through Move-In to ensure a smooth transition for the resident and to identify resident/family needs.
· Acts as the main point of contact for the resident and the resident’s family member leading up to, during and after the move-in process.
· Maintaining open ongoing dialogue with the resident and the resident’s family to ensure a smooth transition and identify the resident’s needs
· Initiates communication with resident’s physician and/or family to ensure completion and delivery of the Physician’s Statement and any specific forms.
· Assists the resident and family members in making the emotional connection to the new community through awareness, integration and socialization techniques and engaging activities.
· Reviews, reads, notates and initializes Daily Communication Log to document and learn about pertinent information.
· Always maintains and protects the confidentiality of resident information.
· Weekly completion of Census.
· Ensures the suite/apartment is ready for move-in using the Suite Readiness Checklist.
· Communicates with the Environmental Services Manager and/or Maintenance Staff any necessary suite /apartment readiness needs.
· Prepares the resident’s administrative file according to Autumnwood’s and RHRA regulatory compliance.
· Other duties that may be assigned.
If you are a motivated individual with a passion for organization and resident care, we encourage you to apply for this exciting opportunity as a Welcome Coordinator at Red Oak Villa.
Job Types: Full-time, Fixed term contract
Contract length: 12 months
Pay: $20.00-$23.00 per hour
Expected hours: 37.5 per week
Benefits:

• Discounted or free food
• Paid time off

Schedule:

• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Work Location: In person