About Job

The Management Trust
Position Title: Community Support Specialist
Location: Brentwood, CA at Vineyards at Marsh Creek
Reporting To: General Manager
Status: Non-Exempt, Full-Time
Salary: $24.00-$26.00 Hourly

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 Manager and General Manager, performing special projects/research, and various coverage (i.e. phone).

JOB DUTIES AND RESPONSIBILITIES:

Onsite office to assist the General Manager and Association Manager manage a large-scale resort style community that includes 1065 single family homes, and a wide range of community and recreational facilities.
Assist Board and homeowners with problem resolution.
Serve as secondary point of contact for the Design Review Committees in coordination with the Association Manger.
Receive and prepare Design Review Applications (DRC) for evaluation for the Committee.
Process approval/denial of DRC applications, send to homeowners, and file accordingly
Prepare letters, memos, forms, and reports for homeowners, Board members, and vendors
Review and submit requests for vendor bids and contracted services.
Attend association meetings, including, but not limited to: Board Meetings, Annual Meetings & Design Review Committee meetings, Candidates Forum, and special Town Hall meetings, as required.
Perform periodic physical site inspections or visits as needed to oversee projects, condition of common areas, or membership compliance with Association use restrictions and operating rules. May also review the completion of inspections by other team members for property status.
Manage recording, editing and posting of meetings.
Manage database for weekly mass emails to community members and website postings.
Communicate in-person, by telephone, and/or via email to Board members, homeowners, and vendors regarding community business in a timely manner.
Assist the Association Manager with meeting follow-up action items, including compliance letters (including one-offs)
Assist managers with special projects for association needs, including research and custom administrative work; this may include participating in occasional site inspections
Maintain current knowledge of governing documents, applicable state regulations, and local ordinances.
Maintain Welcome Packet materials for new homeowners.
Prepare notices, newsletters, flyers, and other documents for external needs
Other duties and special projects as assigned

QUALIFICATIONS:

High School Diploma (or equivalent)
Proficiency in administrative support – generally between 1-4 years, depending on the position level
HOA experience is preferred, but not required
Solid knowledge of Microsoft Outlook, Excel, and Word
Strong leadership abilities and comfort with public speaking (small and large groups)
Ability to meet deadlines and address time-sensitive issues
Ability to manage workflow amid shifting priorities
Superior multi-tasking skills
Willing to learn Company process and procedures, and learn/use proprietary software
Work independently, with little oversight, and with accountability to General Manager for the end result achieved
Adaptable and dependable with a solid attendance record
Strong written and verbal communication skills
Ability to provide conflict resolution to personality challenges that may arise with Board members or homeowners in a calm manner
Must be a team player
Demonstrate a positive attitude
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

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:

None

SCHEDULE & TRAVEL:

Monday-Friday from approx 8:00 AM – 4:30 PM, some overtime required
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.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.