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in Tustin, CA

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Hours Full-time, Part-time
Location Tustin, CA
Tustin, California

About this job

The Management Trust Position Title: Division Administrative Assistant Location: Tustin, CA 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: The Administrative Assistant 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, performing special projects/research, and various coverage (i.e. phone). JOB DUTIES AND RESPONSIBILITIES: * Respond to phone inquiries using information/guidance from association manuals, CC&Rs, Rules & Regulations, and other administrative documents * Partner with Community Association Managers (CAM) to return calls on their behalf/check voicemail in accordance with guidelines determined by the VP of Operations and VP of Community Management * Receive and prepare Architectural Review Applications (ARC) for evaluation by association Board of Directors/Committee(s) * Process approval/denial of ARC applications, send to homeowners, and file accordingly * In coordination with CAMs, setup and maintain association information (Call To Action text, CC&R text, etc.) in SmartWebs * Create compliance letters that are not generated by a site review (AKA one-offs ) * Manage work order processes, including entry, follow-up, and closing work order tickets * In CAM absence, oversee basic emergency vendor needs (i.e. contacting a plumber for an emergency association need) * Program gates, remotes, and other access devices * Coordinate and file association clubhouse reservations * Prepare annual report renewal and manage renewal process, including obtaining Board signatures and maintaining reporting schedule/deadlines * Manage annual tax filing process per guidelines and due dates * Prepare monthly abbreviated manager report for the Board * Prepare letters, memos, forms, and reports for homeowners, Board members, and vendors * Update and print correspondence summaries as well as log-in proxy ballots for annual, turnover, and budget meetings * Attend periodic Annual meetings to assist with balloting and check-in, as approved by your Supervisor * Assist CAMs with meeting follow-up action items, including compliance letters * Assist CAMs with special projects for association needs, including research and assisting with custom administrative work * Send Board anniversary cards * Maintain Welcome Packet materials for new homeowners and the tracking system; coordinate this process with Accounting team members * Prepare notices, newsletters, flyers, and other documents for internal and external needs * Box/archive end-of-year documentation * Provide periodic relief for the Division Receptionist (if the Receptionist is absent, during lunch periods, etc.) QUALIFICATIONS: * High School Diploma (or equivalent); Associate s Degree preferred * Proficiency in administrative support generally between 1-4 years, depending on the position level * Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus * Conflict resolution skills * Ability to meet deadlines and address time-sensitive issues * Superior multi-tasking skills * 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 manage workflow amid shifting priorities * Willing to learn Company process and procedures, and learn/use proprietary software * Adaptable and dependable with a solid attendance record * Professional and respectful demeanor with all internal and external customers at all times ESSENTIAL FUNCTIONS: * Use standard office equipment, including: computer, phone, copier/scanner, etc. * Be stationary for periods of time * Relocate up to (25) pounds * Possibly travel to and from offsite 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. Division Administrative Assistant I Non-Exempt, Full-Time This is an entry-level role into administration for community association management. The Level I will not be initially tasked with all of the job duties and responsibilities listed above. This is a growth position for individuals with little or no industry knowledge. Division leadership will guide and mentor the Level I while s/he performs a variety of administrative and other support functions for the association management team and his/her Pod (team unit). The goal is to develop the skills necessary to progress to more complex work of a Level II. To move to the Level II role, the Level I must: * Demonstrate a solid knowledge of HOA management, CAM portfolios, as well as CAM work styles/preferences * Complete the Year 1 Curriculum of the DOS Program Estimated time from Level I to Level II: * All movement varies on the individual, business needs, and discretion of management * It will likely take a Level I between 1-2 years to progress to a Level II Division Administrative Assistant II Non-Exempt, Full-Time This is the first opportunity for an employee to manage higher-level functions with greater independence and mastery of HOA management. As a Level II, this individual is establishing and growing both industry knowledge and a professional network. More challenging and/or high-impact work will be assigned as his/her skills progress, and the Level II must perform his/her job duties with confidence. To move to the Senior Administrative Assistant role, the Level II must: * Demonstrate a proven ability to manage complex projects by consistently delivering strong results * Establish positive and successful connections with his/her CAMs and other internal/external clients * Be a role model and resource to peers, and support Company culture and initiatives * Pass the M-100 exam Estimated time from Level II to Senior Administrative Assistant: * All movement varies on the individual, business needs, and discretion of management * It will likely take a Level II approximately 2-4 years to progress to a Senior * This progression may be accelerated by management due to increased responsibilities, related industry experience, or other contributing factors Division Senior Administrative Assistant Non-Exempt, Full-Time This is the senior opportunity for an employee to serve as a trusted resource in the administrative capacity before moving to the Administrative Supervisor role (supervising other Administrative Assistants). The Senior Administrative Assistant demonstrates the highest levels of customer service and professionalism, shows enthusiasm for the Company and its initiatives, and leads by example. The Senior Administrative Assistant is expected to carry a full portfolio, and possibly extra training, mentoring, or committee duties, as applicable and directed by the supervisor. Prior to being considered for the Administrative Supervisor role, the Senior Administrative Assistant must complete the Company s CEO (Champion Employee Owner) program. Division Administrative Supervisor Exempt, Full-Time This is a leadership opportunity for an experienced administrative professional who is passionate about supervising, training, and developing a team of Administrative Assistants. The Administrative Supervisor will also act as a Senior Administrative Assistant under the direction of the Division Vice President of Operations. JOB DUTIES AND RESPONSIBILITIES: * Supervise a team of Administrative Assistants to ensure staff are successfully meeting the standards and practices of the Company and of the Administrative Assistant job descriptions * Interview new team members in partnership with the VP of Operations * Coach and train new team members in accordance with Division and Department policies and procedures * Complete and/or oversee all onboarding requirements for new team members * Supervise and assist Administrative Assistants to verify appropriate client expectations are set/met to ensure client satisfaction and effective management results * Ensure employee retention through mentoring, encouragement, and positive relationship building * Seek educational and other opportunities to continually improve leadership and team building skills * Collaborate with VP of Operations, Executive Team, other Department leaders to coordinate team building efforts, implement new initiatives, and program improvements * Respond to client concerns and issues of client satisfaction; bring items of concern to the attention of VP of Operations and/or Executive Team * Review and approve mailings, correspondence, and other critical items for accuracy, format, and content * Ensure overall quality of service for both external and internal deliverables * As appropriate, review and approve special requests that require supervisory oversight * Ensure continuous service to both internal and external customers in the absences of Admin team members * Observe staff performance; subsequently coach/counsel for improved performance as necessary * Provide preliminary performance assessment of team members in preparation for their annual performance reviews with VP of Operations * Discuss recommended disciplinary action with VP of Operations; assist with follow-through on disciplinary action and provide monitoring/reporting of team member s conduct and progress as outlined by such plans * Monitor attendance and schedules to ensure appropriate and adequate operating levels * Occasionally lead team meetings in VP of Operations absence * Review/approve TLO (online timekeeping) per Company policy, and approve mileage and reimbursements per Division and Department policies and procedures * Act as a conduit to bring operational concerns and issues from the team to the VP of Operations and/or Executive Team * Assist with specific duties including, but not limited to: training, assistance with initiatives, and other special projects as determined by VP of Operations QUALIFICATIONS: (demonstrated abilities in addition to those listed above for Administrative Assistants) * Motivate, coach, and ensure accountability for a team * Multi-task in a fast-paced environment * Manage workflow amid shifting priorities * Strong analytical, organizational, and problem-solving skills * Work independently, with little direction, and as part of a team SPECIAL POSITION REQUIREMENTS: * Must have and maintain a valid driver s license, vehicle insurance, and driving record in compliance with Company policy SUPERVISES OTHERS? IF SO, LIST: * Team of Administrative Assistants