The Management Trust
Position Title: Office Manager
Location: Aurora, CO - at Southshore Community
Reporting To: General Manager
Status: Exempt, Full-Time
Salary: $50,000-$55,000 Annually
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 Office Manager is responsible for ensuring the day-to-day operations of the office run smoothly and efficiently. This role provides exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: supporting the Community Leadership team and local offices with administrative needs, performing special projects/research, and coordinating various coverage (i.e. reception desk). This is a supervisory position which oversees reception and customer service training, performance, and coverage in accordance with business needs and performance expectations.
JOB DUTIES AND RESPONSIBILITIES:
- Oversee all office services such as mail, purchasing requests, and facility
- Partner with Human Resources to facilitate Company policies and related updates; this includes supporting new hire orientation/on-boarding.
- Manage successful relationships with vendors, service providers, boards and homeowners
- Consolidate and distribute information in an accurate and organized manner, including internal status reports, contact/phone lists, organizational charts, client lists/maps
- Coordinate and monitor responses to customer feedback and customer inquiries
- Anticipate the needs of Leadership and partner with them on announcements, research projects, and establishing systems and processes for tasks with ongoing needs
- Maintain well-written and professional communication with internal and external customers
- Stay keenly organized on recurring items
- Establish procedures and provide administrative oversight for initiatives such as document retention and filing, marketing and community education and philanthropy
- Monitor and order office supplies
- Coordinate with remote Division office for any special needs
- Support setup, scheduling/reservations, and distribution of information
- Support employee engagement by preparing birthday cards, ordering birthday cakes, new hire posters/welcome kits/lunches, anniversary posters/cards, preparing internal newsletters, and scheduling/monitoring internal charitable donation programs for all community employees
- Update the One Trust Intranet site with new hires, promotions, photos, team events and so forth.
- Key Card programing
- Tracking: Insurance, Back Flow Testing, Taxes
- Welcoming guests to the clubhouse facilities
- Assisting in set up, tear down and event monitoring when needed
- Answering phone calls and assisting callers with their immediate needs/enquiries
- Checking main phone number voicemails and responding in a timely and professional manner
- 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 office management - 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:
- Yes, however direct reports vary based on operational needs. PT Ambassadors and one FT Ambassador anticipated.
SCHEDULE & TRAVEL:
- 40 hours per week on average
- This position will require some longer hours, weekend and holiday work as needed.
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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