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Leasing and Marketing Assistant

2 weeks ago

Nanaimo BC VT T, Canada Origin at Longwood Full time $29,400 - $63,000 per year

Company Overview

Origin at Longwood is a leading Active Lifestyle Community. We are dedicated to creating a vibrant and engaging environment for seniors, offering premier amenities and services designed for aging-in-place.

Summary

The Leasing & Marketing Assistant plays a key role in promoting and maintaining high occupancy across Independent Living, Assisted Living, and Long-Term Care suites. This role blends relationship-based sales, move-in coordination, and community marketing to create a seamless experience for prospective and current residents. The successful candidate is detail-oriented, compassionate, organized, and creative—equally comfortable managing data at a desk and representing Origin's brand out in the community. The position also supports revenue growth through the sales and promotion of Companion Services to the general public and to any occupancy leads, as well as referrals to Origin at Home.

Responsibilities

Leasing & Sales Administration

  • Monitor and maintain the rent roll to ensure accuracy and completeness.
  • Track suite availability, new leases, terminations, waitlist deposits, and refurbishment schedules.
  • Keep resident check-in records current for all care levels.
  • Reach out to new leads through email, phone, and other communication methods, maintaining consistent follow-up and relationship building.
  • Prepare and organize sales packages for tours, events, and prospective residents.
  • Provide guided tours of the community to prospective residents and their families.
  • Guide leads from first contact through to move-in, ensuring a smooth and professional experience.
  • Collect and process deposits; maintain detailed records of all transactions and documentation.
  • Prepare and finalize lease agreements and all accompanying schedules, ensuring accuracy and adherence to procedure.
  • Coordinate and schedule assessments with the General Manager and/or Director of Care.
  • Manage trial stay bookings and ensure all associated billing and suite readiness steps are completed.

Move-In, Move-Out, and Suite Management

  • Prepare and distribute move-in packages, track forms, and ensure full completion and return.
  • Create and maintain community member folders and lead folders for both digital and physical records.
  • Organize and manage parking and storage allocations, ensuring accurate billing and tracking.
  • Schedule and coordinate all move-ins and move-outs, including elevator bookings, movers, and staff communication.
  • Complete Schedule C walk-throughs for move-ins and move-outs.
  • Ensure community members receive all necessary keys, fobs, and access items upon move-in.
  • Assist with resident orientation, ensuring each new member feels welcomed and informed.
  • Collect and track move-in, move-out, and internal move surveys, ensuring completion and filing.
  • Coordinate suite refurbishments with trades, maintenance, and housekeeping to ensure suites are ready for occupancy on schedule.
  • Maintain an inventory of refurbishment supplies such as flooring, paint, and baseboards.
  • Complete billing forms for all lease-related activities, including final billing for move-outs.
  • Communicate move-in/out details to relevant departments (Health, Administration, Housekeeping, etc.).
  • Promote and sell Companion Services to the public and to all inbound occupancy leads; identify cross-sell opportunities to Origin at Home.

Marketing & Community Engagement

  • Plan, schedule, and pre-program all social media posts (up to five per week) in advance, ensuring consistent brand presence—including scheduling during vacations or absences.
  • Assist with the creation, editing, and posting of marketing content, including photos, stories, and event highlights.
  • Distribute posters, flyers, and other marketing materials within the community and to local businesses and organizations.
  • Represent Origin at trade shows, community fairs, and outreach events—including operating a booth independently when required, even outside regular business hours.
  • Assist with the organization and setup of marketing events, open houses, and community initiatives.
  • Support email and digital marketing campaigns, including list management, template setup, and engagement tracking.
  • Maintain and update digital listings (e.g., Google Business, retirement directories, local community boards).
  • Capture and organize community member photos and event images for marketing and internal use.
  • Support the marketing team with monthly analytics reporting, tracking inquiries, tours, and social engagement metrics.
  • Contribute ideas for seasonal campaigns, storytelling, and marketing content that reflects community life and Origin's philosophy.
  • Assist with branding consistency across all materials—ensuring signage, print pieces, and digital content follow Origin standards.
  • Provide general administrative and creative support to the Marketing and Sales team as required.

Resident & Community Relations

  • Maintain positive relationships with residents, families, and team members.
  • Support referral programs by ensuring proper follow-up and documentation.
  • Be an ambassador of Origin's brand and core philosophy—inspiring a culture of choice, community, and well-being.
  • Provide excellent customer service and uphold the highest standards of confidentiality and professionalism.

Qualifications

  • Previous experience in leasing, sales, marketing, or hospitality; experience in senior living or health care an asset.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office and comfortable using CRM, social media platforms, and scheduling tools (e.g., Meta Business Suite, Canva, or ActiveDemand).
  • Highly organized with exceptional attention to detail.

Ability to multitask and adapt in a fast-paced, resident-focused environment

If you are passionate about enhancing the lives of seniors and want to be part of an innovative team, we invite you to apply today and help us shape the future of active living

Job Type: Full-time

Pay: $29.40 per hour

Expected hours: 37.5 per week

Benefits:

  • Dental care
  • Disability insurance
  • Discounted or free food
  • Employee assistance program
  • Extended health care
  • Life insurance
  • Paid time off
  • RRSP match
  • Store discount
  • Vision care

Application question(s):

  • Have you had at least 2 Covid 19 vaccines?

Work Location: In person