Welcome Coordinator | Contract 6 months

Job summary

The Welcome Coordinator manages the move-in process for new residents, including suite readiness, orientations, and personalized service coordination. They also collaborate with internal teams to ensure a seamless transition and maintain operational reporting through CRM systems.

Job details

An Extraordinary Opportunity Awaits - V!VA Leaside Opens in 2026! Would you like to fill your time with meaningful, fulfilling work for Seniors? Join the exclusive launch team at V!VA Leaside - Toronto's premier luxury retirement residence Craft a truly exceptional lifestyle experience from the ground up in one of the city's most prestigious neighbourhoods Join a company that believes in Making Today Great! Be a part of a distinguished founding team curating an exceptional lifestyle experience for our Community Members from day one Surround yourself with excellence, compassion, and innovation - and discover why we are Happier Here™! Enjoy competitive salary, health benefits, team meals, vacation, sick pay, and more! Must be able to work Weekends. You. You have a passion to raise the bar in the retirement industry. You are an energetic, motivated team player who is able to inspire others to provide the highest standards of performance and customer service within the Sales and Marketing and Operations team. You are experienced with knowledge of principles and processes for providing customer and personal services to older adults and other members of the public. You are committed to excellence in customer service, willing to learn and/or share your expertise and having fun. Us. At V!VA, we aren’t about grand statements or lofty ideals. We are a group of Canadians committed to bringing the right mix of people together to inspire each other and deliver the highest standards of customer service and performance in the retirement industry. At V!VA we put people first. We are looking for just the right person who shares V!VA’s mission - Making Today Great! The Career. As a Welcome Coordinator, you’ll be the first friendly face for new Community Members and their families. You’ll manage every detail of the move-in process, create personalized experiences, and ensure short-term stays feel just as special as permanent ones. This role blends hospitality, customer service, and operational excellence to help residents feel at home from day one. Key Responsibilities Include But Not Limited To Move-In & Short-Term Stay Coordination Schedule and organize all aspects of move-ins, including suite readiness, elevator bookings, and parking assignments. Greet residents, families, and movers upon arrival; act as the primary point of contact throughout the process. Deliver welcome baskets and arrange special meals on move-in day. Conduct personalized orientations and tours for new residents and their families. Complete the First 30 Days Community Member Experience Checklist. Experience Customization Collaborate with Lifestyles, Culinary, and Wellness teams to tailor dining, recreation, and wellness services. Track individual preferences and communicate them to department managers for personalized service. Implement touchpoints (Day 0-14, and 15, 30 check-ins) to maximize community integration. Operations & Reporting Maintain and update the Move-In and Short-Term Stay Status Tracker. Conduct regular walkthroughs of suites and amenity spaces to ensure readiness. Document all interactions in CRM/Resident Management Systems. Provide weekly reports to leadership on move-ins, short-term stays, and conversion outcomes. Sales & Conversion Partnership Work closely with the Community Relations Manager to identify conversion opportunities. Track KPIs such as conversion rate, satisfaction scores, and referrals. Support marketing initiatives by capturing testimonials and success stories. Customer Service Excellence Serve as the first point of contact for new Community Members and families. Resolve issues promptly and ensure seamless communication. Foster trust and lasting relationships with residents, families, and referral sources. Qualifications Include But Not Limited To Minimum 3 years’ customer service experience in retirement living, hospitality, or a related industry. Post-secondary education in business, hospitality, or related field is an asset. Strong organizational, communication, and interpersonal skills. Proficient in Microsoft Office and CRM systems. Ability to work evenings and weekends as required. Confident, adaptable, and committed to delivering exceptional experiences. V!VA Retirement Communities welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Successful Applicants will be required to show proof of eligibility to work in Canada for the next 6 months. V!VA Retirement works and operates in the vulnerable sector and the well-being of our community members and team members is important. For this reason, V!VA Retirement Communities requires all new team members are vaccinated for COVID-19. Accommodation, including for those who cannot be vaccinated for COVID-19 due to religious or medical reasons, will be provided in accordance with V!VA Retirement’s obligations under the Ontario Human Rights Code, as amended from time to time, and the Accessibility for Ontarians with Disabilities Act, as amended from time to time. Additional Information Annual Salary: $23 Hr We use AI tools in screening applications Vacancy Status: New

What you’ll do

The Welcome Coordinator manages the move-in process for new residents, including suite readiness, orientations, and personalized service coordination. They also collaborate with internal teams to ensure a seamless transition and maintain operational reporting through CRM systems.

Requirements

Candidates must have at least 3 years of customer service experience in retirement living, hospitality, or a related field. Proficiency in Microsoft Office and CRM software is required, along with the ability to work evenings and weekends.

Benefits

• Health benefits • Team meals • Vacation • Sick pay

Listed skills

• Customer service · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Operational Excellence · Preferred
• interpersonal skills · Preferred
• Sales · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• CRM Systems · Preferred
• Relationship Building · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer service
• Hospitality
• Operational excellence
• Communication
• Organization
• Interpersonal skills
• CRM systems
• Microsoft Office
• Sales
• Marketing
• Problem solving
• Relationship building

Job areas

• Customer Service & Support
• Hospitality
• Healthcare
• Administrative
• Sales