OFFICE ASSISTANT

The Management Trust is a 100% employee-owned community association management company focused on anticipating and meeting client needs through integrity, trust, and experience.

About the role

The Office Assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced, high-volume environment. This position serves as the first point of contact for clients, vendors, and employees, ensuring a consistent and positive experience.

Responsibilities

• Manage daily office opening and closing operations
• 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 appropriate internal partners as needed
• Process and log returned mail and document system entries
• Manage daily incoming and outgoing mail distribution
• Document call notes and owner requests in real time
• Maintain homeowner gate access database and log owner access devices
• Support physical office facility needs, including stocking breakroom, managing office supplies, coordinating courier pick-ups/deliveries, and setting up office events
• Assist with administrative tasks such as ordering supplies, reporting facility needs, and checking voicemails
• Monitor and maintain postage machine/supplies, including funding and servicing as needed
• Alert supervisor to issues related to 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 and well-organized reception area and current records (e.g., contact lists)
• Perform other duties and special projects as assigned

Requirements

• High School Diploma (or equivalent)
• 1–4 years of experience in administrative support or customer service
• Proficiency in Microsoft Office suite
• Ability to handle a high volume of calls while maintaining exceptional customer service
• Strong written and verbal communication skills
• Conflict resolution skills for managing difficult calls
• Highly organized with the ability to prioritize tasks and meet deadlines
• Adaptable, dependable, and solid attendance record
• Willingness to learn company processes and proprietary software
• Ability to use standard office equipment (computer, phone, copier/scanner, etc.)
• Capable of stationary work for extended periods
• Ability to set up conference rooms, move tables, and relocate packages up to 25 pounds

Pay

$17.00 – $21.00/hour, based on experience.

Schedule

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