ASSISTANT COMMUNITY ASSOCIATION MANAGER

Job Description

Job Description

The Management Trust

Position Title : Assistant Community Association Manager

Location : Lindon, UT

Reporting To : Regional Manager

Status : Non-Exempt, Full-Time

Salary : $21.00 - $25.00 / Hourly 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 :

This is junior support role in community association management providing a variety of administrative support functions as part of a larger Community Management team. Division leadership will guide and mentor the ACAM and may partner the ACAM with one or more Community Managers to discharge duties in support of client assignments.

JOB DUTIES AND RESPONSIBILITIES :

• Provide superior customer service in a professional environment
• Website content and maintenance
• New owner setup assistance, new owner orientation, and welcome processing
• Processing of on-site received checks (deposits), bill vendors for newsletter advertisements
• Mentor for Vantaca training and Trust procedures as needed, including “Trusty” application
• Review and maintain working knowledge of governing documents and gain familiarity with Association rules, regulations, polices, and guidelines
• Maintain Document System information with community information including : vendor contracts, Service contracts, Board / Committee Information, and Association information as a result of Association actions
• Prepare and compile information necessary for the preparation of Board of Directors meetings, board and committee packets, agendas, minutes, etc.
• Assist GM with preparation of Board packets, agendas, and calendars in preparation for scheduled meetings
• Attend periodic meetings for minute taking, action lists, and others (such as annual membership meetings) to assist with balloting and check-in – Election Committee Liaison
• Assist Board and homeowners with question pertaining to the Association, or community rules, regulations, polices, guidelines, and governing documents
• Provide support with Association fiscal management, including, but not limited to : reviewing and approving invoices, coordinating tax preparation
• Communicate in-person, telephone, and / or via email to Board members, homeowners, and vendors regarding community business in a timely manner, including action item management and Action Request Forms
• Manage Association records requiring signature and store in appropriate document system location
• Design, develop, run reports; and create custom reports using internal software platforms
• Draft and distribute Association communications and updates
• Monitor outstanding items for assigned community to avoid unnecessary delays and backlog, complete follow-up activities with internal and external partners to complete client action items
• Assist GM by providing weekly operation report reviews, noting closed items, open items and new items needing Board approval
• Maintain current working knowledge of governing documents, applicable state statutes, and local ordinances that apply to the community
• Maintain and monitor current vendor database, insurance records, contract dates to ensure compliance with TMT and Khov requirements
• Assist GM by providing weekly operation report reviews, noting closed items, open items, and new items needing Board approval
• Budget Tracking, assistance with AP coding
• Maintain Annual calendar and maintenance schedules as system reminders in accordance with governing documents
• Oversees and / or assists with mailings to Association’s membership
• Other duties as assigned

QUALIFICATIONS :

SPECIAL POSITION REQUIREMENTS :

ESSENTIAL FUNCTIONS :

SUPERVISES OTHERS? IF SO, LIST :

SCHEDULE & TRAVEL :

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.