COMMUNITY SUPPORT SPECIALIST

Community Support Specialist

Job Category: Administrative Support

Location: Lompoc, CA

Reporting To: Division Operations Manager

Status: Non-Exempt, Full-Time

Salary: $20.00 - $22.00/Hourly DOE

Description

The Management Trust Position Title: Community Support Specialist Location: Lompoc, CA Reporting To: Division Operations Manager Status: Non-Exempt, Full-Time Salary: $20.00 - $22.00/Hourly 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 Community Support Specialist (CSS) is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: partnering with Community Association Managers (CAMs) and Assistant Community Association Managers, managing complex Work Orders and Architectural Review requests, managing amenity requirements, performing special projects/research, and various coverage (i.e. phone).

Job Duties and Responsibilities

Receive customer phone calls and answer questions related to the status of work orders, ARC requests, or Association responsibilities

Maintain current community information for Welcome Packet in appropriate system location

Manage review, assignment, and follow-up for complex Association Work Orders requiring committee approval, a board approval process, or specialized vendors

Document actions taken with system notes

Box, archive, and log documents for off-site storage not less than annually per Association

Process compliance notices (either post-inspection or as needed) in accordance with community guidelines, add fines and hearing outcomes as directed by CAM or ACAM following a Board meeting.

Manage, review, and process complex ARC applications (e.g. outside architect, deposit, or special plans or paperwork required)

Monitor for status and timelines of ARC Applications and maintain system records as needed

Maintain system entry and logs for homeowner records including parking passes, amenity reservations, deeded parking or storage

Manage tracking and distribution of access devices for communities including keys, fobs, or parking passes

Manage amenity reservation processes in accordance with community guidelines

Manage and organize physical ballots returned to office for elections

First escalation for all homeowner phone calls transferred from reception

Depending on location, may be required to provide periodic relief for Division Receptionist (if Receptionist is absent, during lunch periods, etc.)

Monitor for completion of ad-hoc Community Support Task items such as managing access device projects, special mailers, newsletter information

Support updating of Association information in system of record including Board and Committee information, vendor contact information, updates to rules and maintenance obligations, and document libraries

Coordinate with Service providers for questions, such as those related to access to the community or parking enforcement

Support in documentation of maintenance of third-party systems utilized by specific communities

Other duties and special projects as assigned

Qualifications

High School Diploma (or equivalent); Associate's Degree preferred

Proficiency in administrative support generally between 1-4 years, depending on the position level

Experience with Microsoft Office suite of products

Ability to identify and prioritize tasks

Ability to multi-task and provide support to multiple communities while understanding their unique rules and requirements

Conflict resolution skills

Highly organized and able to monitor records for pending deadlines

Excellent written and verbal communication

Ability to provide high-level customer service with astute attention to detail and organization

Must be a team player

Ability to utilize technology including phone systems, reports, and office equipment to efficiently discharge tasks

Adaptable and dependable with a solid attendance record

Professional and respectful demeanor with all internal and external customers at all times

Special Position Requirements (Varies by Location/Not a Global Requirement): None

Essential Functions: Use standard office equipment, including: computer, phone, copier/scanner, etc. Be stationary for periods of time. Relocate up to (25) pounds. Travel to and from offsite locations

Supervises Others? If So, List: None

Schedule & Travel: Scheduled hours will vary based on the needs of the business. 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.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.