Office Manager

Full Time

Office manager responsibilities include answering phones, ordering office supplies, greeting visitors, uploading and filing property paperwork, and providing general administrative support to our employees. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Responsibilities (include, but not limited to):
  • Enter and file leases and other paperwork for the properties
  • Verify leads and leasing through Entrata (property management software) are properly performed
  • Check and open mail
  • Print all emailed bills
  • Order and stock supplies, ie. stamps, checks, pens, paper etc.
  • Alphabetizing, file and mail out bills
  • Assist with security deposits
  • Answer phone calls and understand and assist customers with apartment availability
  • Assist contractors and vendors with inquiries about bills
  • Organize the office layout and maintain the office condition
  • Send maintenance staff rent roll and availability weekly
  • Provide general support to visitors
  • Help leasing office staff when needed
  • Help accounting, V/P, owners, marketing etc. as needed
  • Prepare, send out and track renewals and renewal bonuses
  • Send resident letters, complete housing references and rent certificates
  • Bill back residents for utilities
  • Print and copy materials for onsite staff
  • Order staff business cards and on-site floor plans
  • Order staff embroidered clothing
  • Proven experience as an Office manager, Front office manager or Administrative assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel, MS Word and MS Outlook, in particular)
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Attentive customer service skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

    To apply, please send your information to ellen@trmckenzie.com.

    Leasing Agent

    Part Time

    To assist property manager by leasing, marketing and maintaining positive resident relations of multi-family residential apartment communities. Candidate must have availability on weekends.

    Responsibilities (include, but not limited to):

    • Greet prospects and qualify by covering all criteria (ask questions, complete guest cards, etc.).
    • Promptly record all telephone and in-person visits on appropriate paperwork and software.
    • File guest cards and maintain according to procedures.
    • Demonstrate community and apartment/model and apply knowledge to prospects
    • Have prospect complete application and secure deposit in accordance with the company procedures and Fair Housing requirements.
    • Process applications for approval in Entrata. Follow-up with applicant regarding status.
    • Generate lease documents and secure signature and deposit payment prior to prospect move-in. Orient new residents to community.
    • Set-up utility services for resident prior to move-in.
    • Prepare move-in folder and apartment prior to new move-in. Go over move-in folder with new resident and provide them with all keys, garage remotes, etc.
    • Follow-up with prospects that did not apply and attempt to close sale again. If unable to help prospect, refer them to “sister” communities to meet their needs.
    • Assist in monitoring renewals. Distribute and follow-up on renewal notices.
    • Represent the company in a professional manner at all times.
    • Accept, collect and date rental payments.
    • Answer phone calls, return voicemails and reply to emails.
    • Assemble: move-in folders, showing folders, move-out packets, pre-walk packets, move-in bags
    • Generate lease paperwork and input information in AMSI and Entrata accurately and on a timely basis. Review with Property Manager prior to obtaining signature(s).
    • Maintain current resident files.
    • Distribute all company or community-issued notices.
    • Maintain accurate monthly commission records on leases for bonus purposes. Review with Director(s) prior to payroll.
    • Assist management team with other various tasks as required.
    • Consistently implement policies of the community.
    • Maintain open communication with Property Manager and Maintenance Technician(s).
    Resident Relations
    • Receive phone calls and in-person visits. Listen to resident requests, concerns and comments.
    • Complete maintenance requests in a timely manner and inform maintenance technicians. Ensure they are being completed in a timely manner.
    • Answer questions for residents about community, repairs, rent, rules, etc. Follow-up on a timely basis if unable to respond to residents on all matters.
    • Contribute to cleanliness and curb appeal of the community on a continuing basis.
    • Assist in planning resident events. Attend functions and participate as host for an functions as directed by Property Manager.

    To apply, please send your information to ellen@trmckenzie.com.

    Interested in joining TRM’s Team?

    As we continue to grow, we’re keeping our eyes out for talented people. We are always looking for skillful people to join our team. If you do not see the job you are looking for right now, feel free to send us an email to say hello. Please include a quick overview of who you are, what job you are looking for, attach a resume, and send our way. We will save your information. However, we encourage you to continue to check out our jobs page. We look forward to hearing from you.

    Please send your information to ellen@trmckenzie.com.