The Management Trust
Position Title: Division Administrative Assistant
Location: Kirkland, WA
Reporting To: Executive Community Association Manager
Status: Non-Exempt, Full-Time
Salary: DOE

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 Administrative Assistant 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
Possibly 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.

Experience Level:
Entry Level

Job Status:
Full Time

Job Location:
Kirkland, Washington

Salary Range:
DOE

Contact Name:
Amanda Miller

Contact Email:
amanda.miller@managementtrust.com

Comany Address:
11211 Slater Avenue NE, Suite 150 Kirkland, WA 98033-8833

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