ASSISTANT COMMUNITY ASSOCIATION MANAGER

The Management Trust Position Title: Assistant Community Association Manager Location: Skyline Mountain Resort Reporting To: General Manager 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:

Under the supervision of the General Manager, the Assistant Community Manager will play a key role in overseeing the onsite business office operations and guest & member relations. This individual has significant contact with residents, guests, contractors, outside groups and associations, and employees.

JOB DUTIES AND RESPONSIBILITIES:

• Assists General Manager in preparing newsletters, flyers, meeting agendas, educational material, and other various documents, (e.g., maintenance service or projects, activities, meetings, etc.).
• Independently perform routine compliance inspections and provide oversight of related compliance matters
• Assist General Manager in providing fiscal management, including, but not limited to reviewing and approving invoices, coordinating tax preparation, reserve study updates, and reviewing completed financial statements for accuracy prior to distributing to the Board each month.
• Receive and process architectural applications and notice of completions. Communicate results to the homeowner in writing and assist through the appeal and variance requests. as needed.
• Conduct site reviews of the facilities, prepare work orders, track, and maintain accurate reports.
• Assist the General Manager by providing oversight of day-to-day operations and be a support to the front desk staff.
• Administers the access control program, which includes the issuance of FOBS and updates tracking software
• Assist General Manager by reviewing and submitting requests for vendor bids and contracted services
• Attend association meetings, including, but not limited to annual, committee and Board.
• Assist the Manager with preparation of board packets, agendas, and calendars in preparation for scheduled and unscheduled meetings
• Assist in the set up and break down for Board of Directors, committee meetings, and social activities as needed.
• Communicate in-person, telephone, and/or via email to Board members, homeowners, and vendors regarding community business in a timely manner.
• Assume General Manager responsibilities when the general manager is out.
• Maintain current knowledge of governing documents, applicable state statutes, and local ordinances that apply to the community
• Work independently, with little oversight, and with accountability to the community manager and executive management for the end result achieved
• Demonstrate a positive attitude and ownership mentality; we believe each employee can build his/her own future
• Provide support to General Manager
• While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands-on and flexible in performing, assisting, and/or supervising any necessary task that is requested by the Association and/or the General Manager.

QUALIFICATIONS:

• 2-3 years of experience in HOA management (preferred)
• High School Diploma (or equivalent); Associate’s degree preferred
• Solid knowledge of Microsoft Outlook, Excel, and Word
• Strong leadership abilities and comfort with public speaking (small and large groups)
• 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 staff and guests at all times

SPECIAL POSITION REQUIREMENTS:

• Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings at client locations
• Must be able to drive in the dark if required
• 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:

• No

SCHEDULE & TRAVEL:

• Monday-Friday from 8:00 am to 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.