Move Out Coordinator

Ashby Ponds - Ashburn, VA
Job Category
Move-Out Coordinator


Job ID
Posting Date

 ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.


1)     Manages all activities related to the Resident’s move out of the Community

a)     Manage all activities related to the release of an independent living unit.  If require, assist in facilitating the logistics for the unit to be vacated and schedule activities relating to removing possessions.  Work with other community departments to coordinate details of the moving process.

b)    Support external residents throughout the entire move-out.  Independently resolve issues and attend to special needs that may arise when the unit is being vacated.

c)     Review and explain the move out hand book with the resident or residents family members and acquire initials in the following sections: Part 3(Discontinuations of Preauthorized Payment), Part 4 (Procedures for Medication Disposal), Part 6 (Refund from). And explain how the final bill and escrow process works.

d)    Review the Residents Care Agreement Contract (sections 7.5,706,8.6 and 9.4) with the resident or residents family members. Review the entrance deposit refund form to determine how the refund check will be issued and advised the residents and/family member accordingly. Provide residents and family with information, and answer questions to include but are not limited to moving companies, address change procedures, and telephone service. In case of resident’s death, refer family to Pastoral Ministries and Social Work.

e)     Oversee moving day arrangements, including meeting and directing the movers, locking elevators, and posting moving signs.

f)     Meet with residents and/or family members to coordinate the  execution of the Unit Release Addendum and Keys-In form and any other forms necessary to terminate services at the community. Apartment release and move-in advice forms for all residents moving throughout the continuum of care or who are leaving the Community. Notifies appropriate departments of the vacated unit through the standard channels.

g)    Works closely with General Service to understand the statues on re-occupancy, the type of re-occupancy Tier1or 2, and the process. Review the unit cost that will be billed to the residents and/or family members.

h)    Enters resident information and uploads all appropriate information in the Deposit Tracking System (DRT).


2)     Oversee the Completion of the Resident’s Final Bill and Entrance Deposit Refund

a)     Work closely with the marketing department to monitor the resale status of the unit and communicate with residents and/or family members on resell status.

b)    Provides customer service for residents, serving as community accounts receivable contact for resident billing.  Independently handles day-to-day resident billing inquiries.  Works with AED, community departments, and outside vendors to resolve resident billing issues that are often sensitive or confidential in nature. 

c)     Will be the point of contact for residents and/or family members throughout the move-out process, performing customer service by timely answering questions and monitoring status of when an entrance deposit becomes due in accordance with the Residence and Care Agreement.  Once a refund becomes due, acts as a liaison between residents/family members, Accounts Receivable and Escrow. 


3)    Other    

a)     Complete other duties based on the needs of the Community as assigned by the Director of Finance

b)    Handles special projects as assigned by Director of Finance


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         Must have strong computer skills and be proficient in Microsoft office tools ( Excel, Words, and Power Point).

·         Must have a clear understanding of the move out hand books,  Residence and Care Agreement, Entrance Deposit Refund Form, knowledge of legal documents (i.e. Financial and Medical POA, Trust, Last Will and Testament) and applicable state statutes.

·         Must have  the ability to work with a cross departmental team required to facilitate the release and move-out of an independent living unit resulting in an entrance deposit refund.

·         Excellent verbal and written communication skills.




·         High school diploma or equivalent required.

·         Prefer college courses in accounting. 






Must be able to read, write, understand and communicate in the English language.







The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to walk.  The employee is occasionally required to stand; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision and distance vision.