OFFICE ASSISTANT

Job Description

Job Description

The Management Trust
Position Title: Office Assistant
Location: Skyline Mountain Resort, Fairview, UT
Reporting To: General 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:

The Office Assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment.  This key position interacts directly with clients, vendors, and multiple levels of employees.  This individual is often the first voice and first face of The Management Trust, and therefore critical to the overall experience of the office.  The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception. 

JOB DUTIES AND RESPONSIBILITIES:

• File, organize, and maintain all HOA paperwork, ensuring accuracy, compliance, and secure document storage.
• Document incidents thoroughly and maintain detailed records for internal and legal
• Deposit checks, manage daily financial transactions, and ensure proper accounting procedures are followed.
• Supervise office staff, providing direction, support, and performance oversight.
• Pay bills, manage accounts payable, and ensure timely processing of all financial
• Manage payroll operations, ensuring accuracy, confidentiality, and compliance with labor
• Oversee employee onboarding and offboarding processes, including documentation, system access, and training coordination.
• Assist the General Manager with administrative tasks, project coordination, and operational support.
• Take inventory of office and departmental supplies, ensuring adequate stock levels.
• Order supplies for all departments and maintain vendor relationships to ensure timely delivery and cost efficiency.
• Provide customer support to homeowners, guests, and staff with professionalism and
• Double‑count daily cash to ensure accuracy and prevent discrepancies.
• Record invoices in both paper and digital formats, maintaining organized and accessible
• Manage the POS system, ensuring accurate transaction logging and system
• Record all expenses and maintain detailed financial logs for reporting and auditing.
• Document customer complaints and ensure proper follow‑up and resolution.
• Record and track legal situations, ensuring proper documentation and confidentiality.
• Maintain and manage sales records for HOA properties and resort transactions.
• Review E‑Flash communications and ensure relevant information is distributed
• Schedule events and coordinate logistics with staff and departments.
• Respond to accounts payable and accounts receivable inquiries promptly and
• Manage invoices, ensuring accuracy, timely processing, and proper documentation.
• Update department manuals to reflect current policies, procedures, and operational
• Perform HR‑related tasks, including documentation, employee support, and policy
• Operate Ramp and QuickBooks for financial management, expense tracking, and
• Communicate with the Board of Directors regarding updates, concerns, and operational
• Assist HOA members with questions, requests, and community‑related needs. Manage transaction logs and ensure accurate financial tracking.
• Communicate with suppliers regarding orders, deliveries, and service needs.
• Delegate tasks to office staff to maintain workflow efficiency and balanced workloads.
• Maintain a positive, professional, and productive work environment.
• Keep sensitive documents secure and ensure compliance with confidentiality standards. ● Participate in meetings and relay important information to employees and department
• Ensure events are properly staffed and supported by coordinating employee coverage.
• Operate Divvy for expense management and ensure all receipts are submitted and coded correctly.
• Set up Certified‑for‑Life training and compliance for lifeguards.
• Handle after‑hours issues and emergencies, providing support and resolving urgent
• Schedule work hours for employees and manage staffing needs.
• Support marketing initiatives and assist with promotional activities.
• Manage social media content and communication to support community engagement.
• Operate gate controls and assist with access management.
• Secure and lock cash revenue according to financial protocols.
• Handle after‑hours issues, emergencies, or operational disruptions with professionalism and urgency.
• Perform full‑time office representative duties when coverage is needed.
• Other duties and special projects as assigned

QUALIFICATIONS:

• Experience in reception and customer service preferred
• Ability to handle a high volume of calls with an exceptional level of customer service
• Speak with a smile
• Ability to utilize multiple technology platforms while maintaining efficiency
• Experience with Microsoft Office suite
• Ability to identify and prioritize tasks
• High School Diploma (or equivalent)
• Proficiency in administrative support – generally between 1-4 years
• Conflict resolution skills in managing difficult calls
• Ability to meet deadlines and address time-sensitive issues
• Excellent written and verbal communication
• Must be a team player
• Highly organized and able to monitor records for pending deadlines
• Willing to learn Company process and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Ability to setup or stage conference room chairs, move tables, and relocate incoming packages
• 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

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.