ASSISTANT COMMUNITY ASSOCIATION MANAGER

About the role

The Management Trust is a community association management company built on integrity, trust, experience, and support. We are the only 100% employee-owned community management firm in the nation, and our Employee Owners help define best practices every day. This is a junior support role providing administrative support within a larger Community Management team.

Responsibilities

• Support completion of regularly scheduled site reviews and project walks for assigned portfolio as needed
• Prepare custom letters, notices, newsletters, flyers, and customer letters at the direction of the Community Manager
• Review governing documents and gain familiarity with Association rules and guidelines
• Document system information including vendor contracts, service contracts, Board/Committee information, and Association information resulting from Association actions
• Maintain annual calendar and maintenance schedules as system reminders in accordance with governing documents
• Assist Community Managers with special projects for association needs, including research and custom administrative work; may include participating in occasional site inspections
• Attend periodic meetings for minute taking, action lists, and others (such as annual membership meetings) to assist with balloting and check-in
• Assist Board and homeowners with questions pertaining to the Association, projects, or community guidelines
• Provide support in Association fiscal management, including reviewing and approving invoices, coordinating tax preparation, and coordinating reserve study updates
• Review and submit requests for vendor bids and contracted services
• Create RFP specification comparison charts in accordance with company guidelines
• Initiate TRAC program for large scale projects
• Assist Community Manager with preparation of Board packets, agendas, and calendars in preparation for scheduled meetings
• Communicate in-person, telephone, and/or via email to Board members, homeowners, and vendors regarding community business in a timely manner
• Manage Association records requiring signature and store in appropriate location
• Assist Community Managers with meeting follow-up action items, including draft minutes
• In Community Manager absences, oversee basic emergency vendor needs (e.g., contacting a plumber for an emergency)
• Run reports and create custom reports using internal software platforms
• Draft and distribute Association communications and updates
• Monitor outstanding items for assigned community to avoid unnecessary delays and backlog; complete follow-up activities with internal and external partners to complete client action items

Requirements

• High School Diploma (or equivalent); Associate degree preferred
• Ability to work independently with little oversight and accountability to management for end results achieved
• Ability to identify and prioritize tasks
• Highly organized and able to monitor records for pending deadlines
• Ability to multi-task and provide support to one or more Community Managers
• Ability to read and discern information from Association governing documents to maintain system information and synthesize community requirements into easy-to-understand outlines and profiles
• Ability to utilize technology including phone systems, multiple web-based applications, reports, and office equipment to efficiently discharge tasks
• Strong written and verbal communication skills
• Experience with Microsoft Office suite including intermediate understanding of Outlook, Word, and Excel
• Ability to remain level-headed when presented with difficult customer questions or verbal situations and navigate conversations professionally
• Ability to provide high-level customer service with attention to detail and organization
• Must be a team player, adaptable, dependable with a solid attendance record
• Professional and respectful demeanor with all staff and guests at all times

Special Position Requirements

• Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings at client locations
• Must be able to drive in the dark if required
• Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy

Essential Functions

• Use standard office equipment, including computer, phone, tablet, smartphones, web-based systems, Microsoft Office products, copier/scanner, etc.
• Ability to stand and walk properties, at ground level, for up to 4 hours as needed to support clients
• Ability to be stationary for periods of time
• Relocate up to 25 pounds
• Travel to and from offsite client locations