ASSISTANT COMMUNITY ASSOCIATION MANAGER

Job Description

Job Description

The Management Trust
Position Title: Assistant Community Association Manager
Location: Bend, OR
Reporting To: Regional 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:

This is junior support role in community association management providing a variety of administrative support functions as part of a larger Community Management team. Division leadership will guide and mentor the ACAM and may partner the ACAM with one or more Community Managers to discharge duties in support of client assignments.

JOB DUTIES AND RESPONSIBILITIES:

• Support completion of regularly scheduled site reviews and project walks for assigned portfolio as needed
• Prepare custom letters, custom notices, newsletters, flyers, and customer letters for internal and external client needs at the direction of the Community Manager
• Review governing documents and gain familiarity with Association rules and guidelines
• Document System information with community information including: vendor contracts, Service contracts, Board/Committee Information, and Association information as a result of Association actions
• Maintain Annual calendar and maintenance schedules as system reminders in accordance with governing documents
• Assist CAMs with special projects for association needs, including research and custom administrative work; this 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 question pertaining to the Association, projects, or community guidelines
• Provide support in Association fiscal management, including, but not limited to: 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 CAM 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 CAMs with meeting follow-up action items, including draft minutes
• In CAM absences, oversee basic emergency vendor needs (i.e. 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

QUALIFICATIONS:

• High School Diploma (or equivalent); Associate degree preferred
• Work independently, with little oversight, and with accountability to management for the end result 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 in order 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 of products including intermediate understanding of Outlook, Word, and Excel

• Ability to be level-headed when presented with difficult customer questions or verbal situations and navigate conversations in a highly professional manner to best represent fellow team members and The Management Trust
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Adaptable and 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, smart phones, web-based systems, Microsoft Office product, copier/scanner, etc.
• Ability to stand and walk properties, at ground level, for up to 4 hours as needed to support clients
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite client 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.