OFFICE ASSISTANT

The Management Trust is a 100% employee-owned community association management company that anticipates client needs and fosters creative, committed teams.

About the role

The Office Assistant is the first point of contact for clients, vendors, and employees, delivering exceptional customer service and administrative support in a fast-paced, high-volume environment. This role is critical to maintaining a consistent, quality experience for everyone interacting with the office.

Responsibilities

• Handle a high volume of customer phone calls in a professional and courteous manner
• Greet visitors and ensure adherence to Company policies regarding sign-in/out logs, visitor badges, and guest accompaniment
• Resolve caller inquiries with first-person resolution where possible; route calls to internal partners as needed
• Process and log returned mail, document call notes, and track owner requests in real time
• Manage daily incoming and outgoing mail distribution
• Log and support owner access devices or facilitate Association device pick-ups
• Assist with office facility needs: stocking breakroom, managing office supplies, coordinating courier pick-ups/deliveries, and setting up/taking down office events
• Perform administrative tasks such as ordering supplies, reporting facility needs, and checking voicemails
• Monitor and service the postage machine, including funding and supply management
• Alert supervisor to issues with phones, computers, or other reception-area disruptions
• Arrange backup support for planned absences with supervisor approval
• Prepare conference rooms with beverages and/or meals for meetings
• Maintain a clean, well-organized reception area and update records (e.g., contact lists)
• Complete other duties and special projects as assigned

Requirements

• High School Diploma (or equivalent)
• 1–4 years of administrative support or customer service experience
• Proficiency with Microsoft Office suite and multiple technology platforms
• Ability to handle high call volumes while maintaining exceptional customer service
• Strong task prioritization and deadline management skills
• Excellent written and verbal communication
• Conflict resolution skills for managing difficult calls
• Highly organized with attention to pending deadlines
• Adaptable, dependable, and solid attendance record
• Willingness to learn company processes and proprietary software
• Ability to remain stationary for extended periods and lift up to 25 pounds
• Capability to set up conference rooms, move tables, and relocate packages

Schedule

Monday–Friday, approximately 8:00 am–5:00 pm. Occasional long hours may be required to meet business needs.