COMMUNITY SUPPORT SPECIALIST

The Management Trust

Position Title : Community Support Specialist

Location : Irvine, CA

Reporting To : Associate Vice President of Community Management

Status : Non-Exempt, Full-Time

Salary : $21.00-$23.00 / 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 :

The Community Support Specialist Level 2 (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 Managers (CAMs) and Assistant Community Association Managers, managing complex Work Orders and Architectural Review requests, managing amenity requirements, performing special projects / research, and various coverage (i.e. phone).

JOB DUTIES AND RESPONSIBILITIES :

• Receive customer phone calls and answer questions related to the status of work orders, ARC requests, or Association responsibilities
• Maintain current community information for Welcome Packet in appropriate system location
• Manage review, assignment, and follow-up for complex Association Work Orders requiring committee approval, a board approval process, or specialized vendors
• Document actions taken with system notes
• Box, archive, and log documents for off-site storage not less than annually per Association
• Process compliance notices (either post-inspection or as needed) in accordance with community guidelines, add fines and hearing outcomes as directed by CAM or ACAM following a Board meeting.
• Manage, review, and process complex ARC applications (e.g. outside architect, deposit, or special plans or paperwork required)
• Monitor for status and timelines of ARC Applications and maintain system records as needed
• Maintain system entry and logs for homeowner records including parking passes, amenity reservations, deeded parking or storage
• Manage tracking and distribution of access devices for communities including keys, fobs, or parking passes
• Manage amenity reservation processes in accordance with community guidelines
• Manage and organize physical ballots returned to office for elections
• First escalation for all homeowner phone calls transferred from reception
• Depending on location, may be required to provide periodic relief for Division Receptionist (if Receptionist is absent, during lunch periods, etc.)
• Monitor for completion of ad-hoc Community Support Task items such as managing access device projects, special mailers, newsletter information
• Support updating of Association information in system of record including Board and Committee information, vendor contact information, updates to rules and maintenance obligations, and document libraries
• Coordinate with Service providers for questions, such as those related to access to the community or parking enforcement
• Support in documentation of maintenance of third-party systems utilized by specific communities
• Other duties and special projects as assigned

QUALIFICATIONS :

SPECIAL POSITION REQUIREMENTS (VARIES BY LOCATION / NOT A GLOBAL REQUIREMENT) :

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.

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.