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Community Support Specialist (Administrative Assistant) - R1 

Category Administration  

The Management Trust
Position Title: Community Support Specialist
Location: Whitman Community Association (Trilogy at Tehaleh)
Reporting To: General Manager
Status: Non-Exempt, Full-Time
Salary: $22-23 Hourly


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.


The Community Support Specialist 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).


  • 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.
  • In coordination with CAMs, setup and maintain association information in Vantaca
  • 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)
  • Review and update various service request forms and maintenance logs on a daily or weekly basis
  • Communicate efficiently with vendors
  • Manage annual tax filing process per guidelines and due dates
  • 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 monthly evening Board meetings to assist with check-in, willing to attend other pre-scheduled meetings outside of business hours as necessary
  • 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
  • Manage schedules for pruning, bark installation, backflow testing, tree maintenance, and the Fall and Winter plant replacement program
  • Manage the Self-Gardening Program and medallion distribution
  • Perform occasional site visits to clarify member needs or concerns to relay appropriate information to the contracted landscape company or other vendors as needed
  • Receive and prepare Architectural Review Applications (ARC) for evaluation by Association staff or the ARC Committee
  • Process approval/denial of ARC applications, send to homeowners, and file accordingly
  • Assist CAMs with meeting follow-up action items, including but not limited to compliance letters, homeowner responses, proposal requests.
  • Assist CAMs with special projects for association needs, including research and assisting with custom administrative work
  • Send Board anniversary cards
  • Willingness to support the entire team when the workload requires it.
  • Other duties and special projects as assigned


  • High School Diploma (or equivalent); Associate 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


  • 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


  • None


  • Monday-Thursday 8:30 am-5:00 pm; Friday 8:30 am-3:00 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 TMT-05-WASHINGTON  
EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.

The Management Trust reserves the right to modify any job description at any time based on business need.
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