ASST DISTRICT MANAGER

Job Description

Job Description

The Management Trust
Position Title: Assistant District Manager 
Location: Denver / Aurora / Westminster, CO 
Reporting To: General Manager
Status: Exempt, Full-Time
Salary: $70,000-$80,000

COMPANY PROFILE:
Public Alliance, a division of The Management Trust, delivers management services to over 60 of Colorado's Special Districts, including metropolitan districts. If you're ready to join a dynamic and supportive team, we encourage you to explore this opportunity.

POSITION PUPOSE:

The Assistant District Manager (ADM) supports the effective day-to-day operations of a portfolio of Colorado special districts, working closely with District Managers and internal teams to coordinate projects, maintain operational continuity, and ensure timely follow-through on District priorities. This position serves as a key operational resource, assisting with Board meeting preparation, vendor coordination, resident communications, field activities, and administrative projects. The ADM independently manages assigned responsibilities, addresses routine operational matters, and escalates issues requiring District Manager direction or Board consideration. The role offers a diverse range of responsibilities while maintaining a central focus on organization, communication, and execution.

JOB DUTIES & RESPONSIBILITIES:

District Management 

• Assist District Managers with Board meeting preparation, including gathering proposals, reports, and supporting materials.
• Attend Board and committee meetings as requested to assist with documentation, meeting hosting, action items, and follow-up.
• Track Board-approved actions, deadlines, and outstanding deliverables to ensure timely completion.
• Coordinate execution of approved contracts and other District documentation.
• Assist with District records, website reviews, operational reporting, research, and other administrative needs.
• Assist with public records requests, including gathering responsive documents, coordinating with internal teams, and supporting timely and accurate responses.
• Assist with routine financial administration, including invoices, purchasing, and expense tracking.
• Assist District Managers with monitoring approved budgets, tracking expenditures against budgeted amounts, reviewing vendor invoices for accuracy and contract compliance, and coordinating with District accountants to identify discrepancies, outstanding receivables, and potential budget concerns.

Assist with monitoring statutory compliance calendar, annual reporting obligations, public notice deadlines, elections, and other regulatory requirements applicable to Colorado special districts.

Operations & Project Coordination

• Coordinate with vendors, contractors, and the Field Services Team on maintenance, landscaping, amenities, and District projects.
• Track projects, schedules, vendor commitments, and outstanding action items through completion.
• Conduct site visits to inspect conditions, document concerns, and verify completed work.
• Monitor project progress, vendor performance, and outstanding maintenance issues.
• Coordinate vendor work authorizations, project scheduling, and operational follow-up.
• Assist with infrastructure, landscape, and amenity turnover, including coordinating inspections, tracking deficiencies and warranty items, and following up with developers, contractors, and District consultants.
• Support the day-to-day operation of District facilities and amenities, including reservations, resident communications, and coordination with vendors or onsite staff as assigned.

Resident Relations & Communications

• Respond to homeowner inquiries and resolve routine concerns, escalating matters requiring District Manager involvement as appropriate.
• Assist with covenant enforcement and Architectural Review Committee (ARC) matters, including homeowner questions, application tracking, compliance follow-up, and dispute resolution.
• Prepare status letters and other property-related correspondence.
• Conduct resident office hours at designated communities to assist with District services, covenant issues, architectural applications, and general inquiries.
• Write and distribute eBlasts, newsletters, community announcements, and project updates using clear, engaging, homeowner-focused language.
• Gather and maintain accurate homeowner contact lists for resident communications and covenant management systems.
• Coordinate website updates, resident notices, promotional materials, and other community communications.

Special Projects

• Support special projects and initiatives based on District, Board, and operational needs.
• Research issues, gather information, coordinate resources, and assist with implementation of assigned projects.
• Support community events, educational programs, and resident engagement activities as assigned, including coordination with vendors, committees, volunteers, and internal staff.
• Assist with event logistics, communications, budgets, permits, insurance requirements, and on-site support when needed.
• Provide additional operational or administrative support as priorities and portfolio needs evolve.

QUALIFICATIONS & REQUIREMENTS

• Valid driver's license and vehicle insurance consistent with company requirements.
• Experience in special district management, municipal administration, community association management, property management, or project coordination preferred.
• Excellent organizational skills and the ability to independently manage multiple priorities and deadlines.
• Ability to prioritize competing requests, adapt to changing operational needs, and communicate effectively regarding workload and deadlines.
• Ability to work independently within established procedures while recognizing when issues require District Manager direction, Board consideration, or professional consultation.
• Strong written and verbal communication skills, including professional correspondence and resident-facing communications.
• Sound judgment, initiative, and the ability to resolve problems and navigate challenging resident interactions.
• Experience coordinating projects, vendors, meetings, community programs, or similar operational activities.
• Proficiency with Microsoft Office and the ability to learn new software and management systems.
• Basic understanding of budgets, invoices, and contract administration.
• Ability to travel between District properties and work occasional evenings or weekends for Board meetings, community activities, or other District needs.

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds

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

WHAT WE’RE LOOKIN FOR

We're looking for a proactive, resourceful professional who enjoys variety, takes ownership of responsibilities, and follows through without constant direction.

The ideal ADM is comfortable moving between project coordination, vendor management, resident service, Board support, communications, and other day-to-day District needs. This person can manage competing priorities, communicate when deadlines or demands conflict, and distinguish between matters they can handle independently and those requiring escalation.

Strong communication, attention to detail, sound judgment, and a genuine commitment to excellent service are essential.

Above all, this person helps keep District operations running smoothly while making the District Managers and the entire team more effective.