The Management Trust
Position Title: Community Support Specialist
Location: Portland, OR
Reporting To: Division Senior Vice President
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 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), 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 CAMs to return calls on their behalf/check voicemail in accordance with guidelines determined by Division Leadership
- Receive and prepare Architectural Review Applications (ARC) for evaluation by association Board of Directors and/or 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.) via the Company’s proprietary software program
- Manage work order processes, including entry, follow-up, and closing work order tickets
- In CAM absences, 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 facility reservations
- 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 meetings for minute taking, and others (such as annual) to assist with balloting and check-in, as approved by your Supervisor
- Assist CAMs with meeting follow-up action items, including compliance letters (including one-offs)
- Assist CAMs with special projects for association needs, including research and custom administrative work; this may include participating in occasional site inspections
- Send Board anniversary and birthday cards
- Maintain Welcome Packet materials for new homeowners and our 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
- Depending on location, may be required to provide periodic relief for Division Receptionist (if Receptionist is absent, during lunch periods, etc.)
- 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
- 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
- Travel to and from offsite locations
SUPERVISES OTHERS? IF SO, LIST:
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.
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