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Administrative Assistant (Community Support Specialist)

Jan 8, 2019

Company Name: The Management Trust
Company Website: 
managementtrust.com
Position Title: Administrative Assistant (Community Support Specialist)
Job Location: Tacoma, WA
Reporting To: Executive Community Association Manager
Status: Full-Time, Non-Exempt
Experience Level: Entry Level
Salary Range:
 DOE
Contact Name: Amanda Miller
Contact Email: amanda.miller@managementtrust.com

If interested, please apply by clicking the following link: https://www.appone.com/MainInfoReq.asp?R_ID=2275612

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Community Support Specialist is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: partnering with Community Association Managers, performing special projects/research, and various coverage (i.e. phone).

JOB DUTIES AND RESPONSIBILITIES:

  • Respond to phone inquiries using information/guidance from association manuals, CC&Rs, Rules & Regulations, and other administrative documents
  • Partner with Community Association Managers (CAM) to return calls on their behalf/check voicemail in accordance with guidelines determined by the VP of Operations and VP of Community Management
  • Receive and prepare Architectural Review Applications (ARC) for evaluation by association Board of Directors/Committee(s)
  • Process approval/denial of ARC applications, send to homeowners, and file accordingly
  • In coordination with CAMs, setup and maintain association information (Call To Action text, CC&R text, etc.) in SmartWebs
  • Create compliance letters that are not generated by a site review (AKA ‘one-offs’)
  • Manage work order processes, including entry, follow-up, and closing work order tickets
  • In CAM absence, oversee basic emergency vendor needs (i.e. contacting a plumber for an emergency association need)
  • Program gates, remotes, and other access devices
  • Coordinate and file association clubhouse reservations
  • Prepare annual report renewal and manage renewal process, including obtaining Board signatures and maintaining reporting schedule/deadlines
  • Manage annual tax filing process per guidelines and due dates
  • Prepare monthly abbreviated manager report for the Board
  • Prepare letters, memos, forms, and reports for homeowners, Board members, and vendors
  • Update and print correspondence summaries as well as log-in proxy ballots for annual, turnover, and budget meetings
  • Attend periodic Annual meetings to assist with balloting and check-in, as approved by your Supervisor
  • Assist CAMs with meeting follow-up action items, including compliance letters
  • Assist CAMs with special projects for association needs, including research and assisting with custom administrative work
  • Send Board anniversary cards
  • Maintain Welcome Packet materials for new homeowners and the tracking system; coordinate this process with Accounting team members
  • Prepare notices, newsletters, flyers, and other documents for internal and external needs
  • Box/archive end-of-year documentation
  • Provide periodic relief for the Division Receptionist (if the Receptionist is absent, during lunch periods, etc.)

QUALIFICATIONS:

  • High School Diploma (or equivalent); Associate’s Degree preferred
  • Proficiency in administrative support – generally between 1-4 years, depending on the position level
  • Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
  • Conflict resolution skills
  • Ability to meet deadlines and address time-sensitive issues
  • Superior multi-tasking skills
  • Excellent written and verbal communication
  • Ability to provide high-level customer service with astute attention to detail and organization
  • Must be a team player
  • Ability to manage workflow amid shifting priorities
  • Willing to learn Company process and procedures, and learn/use proprietary software
  • Adaptable and dependable with a solid attendance record
  • Professional and respectful demeanor with all internal and external customers at all times

ESSENTIAL FUNCTIONS:

  • Use standard office equipment, including: computer, phone, copier/scanner, etc.
  • Be stationary for periods of time
  • Relocate up to (25) pounds
  • Travel to and from offsite locations

SUPERVISES OTHERS? IF SO, LIST:

  • None

SCHEDULE & TRAVEL:

  • Monday-Friday from approx. 8:00 am-5:00 pm
  • This position may require occasional long hours to meet business needs

 

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.
TMT reserves the right to modify this job description at any time based on business need.

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January 2019

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