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Key Responsibilities and Required Skills for a Move Coordinator

💰 $45,000 - $70,000

LogisticsClient ServicesOperationsProject Management

🎯 Role Definition

A Move Coordinator is the central nervous system of any successful relocation. This role serves as the dedicated project manager and primary liaison for clients, guiding them through the complexities of moving their home or business. You are the architect of the move plan, the troubleshooter during execution, and the reassuring voice that ensures a positive, stress-free experience. From the initial consultation to the final box being unpacked, the Move Coordinator orchestrates every logistical detail, manages resources, and communicates proactively to guarantee client satisfaction and operational excellence. This is a fast-paced, detail-oriented position that blends customer service, project management, and logistics into a single, rewarding career.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Customer Service Representative (especially in a logistics or service-based industry)
  • Logistics Assistant / Dispatcher
  • Administrative Coordinator / Project Coordinator

Advancement To:

  • Senior Move Coordinator / Team Lead
  • Move Manager / Relocation Manager
  • Operations Manager

Lateral Moves:

  • Project Coordinator
  • Events Coordinator
  • Office Manager

Core Responsibilities

Primary Functions

  • Act as the single, dedicated point of contact for clients throughout the entire relocation lifecycle, from the initial booking to the post-move follow-up, building rapport and trust.
  • Conduct thorough pre-move consultations with clients, either virtually or on-site, to accurately assess the scope of the move, inventory volume, and any special handling or packing requirements.
  • Develop, prepare, and present comprehensive move plans and detailed cost estimates or binding quotations based on survey findings and client needs.
  • Skillfully coordinate and schedule all logistical components of a move, including assigning and booking packing crews, drivers, trucks, and other essential resources.
  • Manage the preparation and flow of all critical move-related documentation, such as contracts, bills of lading, customs forms for international moves, and high-value inventory lists.
  • Proactively communicate with clients to provide regular status updates, confirm key dates and times, and expertly answer any questions to set and manage expectations.
  • Liaise effectively with a network of third-party vendors and service partners, such as crating specialists, auto transporters, and storage facilities, to ensure seamless integration of services.
  • Actively monitor the progress of each move in real-time, serving as the primary troubleshooter to resolve any on-the-ground logistical issues, delays, or unforeseen challenges.
  • Ensure every phase of the move adheres strictly to company policies, safety protocols, and all applicable Department of Transportation (DOT) and industry regulations.
  • Oversee the financial administration for each assigned move, including the accurate processing of deposits, generation of final invoices, and collection of payments.
  • Perform post-move quality control calls or surveys to confirm client satisfaction, address any remaining concerns, and gather valuable feedback for service improvement.
  • Maintain meticulous, accurate, and up-to-date records for every move project within the company's designated move management software or CRM system.
  • Educate clients on the end-to-end moving process, clearly explaining what to expect during packing, loading, transit, and delivery.
  • Coordinate directly with building management at both origin and destination properties to secure necessary permissions, such as elevator reservations, parking permits, and Certificates of Insurance (COIs).
  • Professionally manage and facilitate the resolution of any client claims for damages or loss, acting as a liaison between the client and the claims department to ensure a fair and timely process.

Secondary Functions

  • Support the sales team by ensuring a smooth and professional handoff of new clients from the sales phase to the operational coordination phase.
  • Provide constructive feedback to the operations department regarding crew performance, vendor quality, and opportunities for process improvements.
  • Assist in the training and onboarding of new Move Coordinators or support staff, sharing best practices on company procedures and software.
  • Participate in team meetings to discuss upcoming schedules, resource allocation challenges, and to collaborate on solving complex logistical puzzles.
  • Stay informed on current industry trends, emerging technologies, and changes in regulations that impact the moving and storage business.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in industry-specific move management software (e.g., Movegistics, MoversSuite) or transferable experience with advanced CRM/ERP systems.
  • Strong practical knowledge of transportation logistics, including scheduling, routing principles, and compliance with DOT regulations.
  • Competency in creating and managing detailed cost estimates, job costing, and client invoicing.
  • Advanced proficiency in the Microsoft Office Suite (Excel, Word, Outlook) for reporting, communication, and scheduling.
  • Familiarity with the documentation and customs requirements for international and long-distance shipping is a significant plus.
  • Ability to accurately interpret survey data to calculate shipment volume (cubic feet) and weight for precise planning.

Soft Skills

  • Exceptional client-facing communication and interpersonal skills, with a natural ability for empathy, patience, and active listening.
  • World-class organizational and time-management abilities, with a proven capacity to juggle multiple, competing priorities and projects simultaneously without sacrificing quality.
  • Proactive and resourceful problem-solving skills; the ability to think critically and make confident decisions under pressure.
  • An extremely high level of attention to detail, ensuring accuracy in every document, schedule, and client communication.
  • Strong negotiation and conflict resolution skills to gracefully manage client expectations, vendor relationships, and unforeseen issues.
  • A collaborative, team-oriented mindset with a dedication to working effectively with sales, operations, and administrative colleagues.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent GED.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Logistics / Supply Chain Management
  • Hospitality Management
  • Project Management

Experience Requirements

Typical Experience Range: 2-5 years

Preferred: Direct experience in the moving and storage industry is highly valued. Alternatively, a strong background in a related, fast-paced coordination role such as event planning, dispatching, or project coordination in a service-oriented business is highly transferable.

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