The Management Trust
Position Title: New Community Operations Specialist
Location: Tustin, CA
Reporting To: New Community Development Supervisor
Status: Non-Exempt, Full-Time
Salary: $24.00 - $27.00
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 New Community Operations Specialist is responsible for support of key functions from the setup of a new community through transition from Developer to Homeowner Association control. This position will partner with and support the Escrow Department, Community Association Managers, Declarant Board members, and internal and external customers. Key areas of focus include assisting the Executive Vice President of Client Relations, New Community Development Supervisor and Assistant Vice President of New Community Development with scheduling client events, proposals and contract preparation, gathering vendor proposals, preparing bond releases, preparing escrow demands, track and request new phase budgets, preparation for phase turnover walks and providing quality customer service via detailed understanding of new-build development processes. The role requires being keenly organized, responsive, adaptable, and requires the highest degree of professionalism and commitment to furthering the standing of The Management Trust with new communities.
.JOB DUTIES AND RESPONSIBILITIES:
- Support internal client partners in the timely and accurate creation of marketing proposals and contracts
- Act as the administrator of source documents that comprise marketing material keeping the material updated and current
- Support the calendaring of client events, lunches, and meetings for internal client partners
- Assist in document collection and setting up new community files
- Gathering vendor bids for new communities
- Tracking and facilitating bond releases
- Preparation of escrow demands
- Read and understand public white reports, DRE budgets and sequence sheet to verify phase information
- Receive notifications of new home closings and independently determine the phase information in order to inform accounting which units to assess billing
- Maintain tracking of range of assessment spreadsheet and requesting new phase budgets each month
- Prepare documentation for phase turnover walks
- Track and process insurance reimbursement check requests to developers
- Act as backup support for drafting startup resolutions for new communities
- Act as backup support for utility transfers
- Act as backup support for creating developer contact sheets
- Act as backup support for obtaining insurance proposals
- Act as backup support for providing documents to lenders
- Attend monthly builder focus and community kickoff meetings
- Other duties and special projects as assigned
QUALIFICATIONS:
- High School Diploma (or equivalent); Associate's Degree preferred
- Ability to be intuitive regarding the needs of the office
- Proficiency in Accounting and Operations - generally between 3-5 years
- 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
- Strong analytical, organizational, and problem-solving skills
- Work independently, with little direction, and as part of a team
- Ability to exercise considerable judgement, maintain confidentiality, and act with diplomacy and tact at all times
SPECIAL POSITION REQUIREMENTS:
- Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy
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, including evenings and weekends (which may result in an adjusted schedule to ensure work/life balance and maintain reasonable overtime - for example, starting later in the morning on days with evening commitments)
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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