The Management Trust
COMMUNITY SUPPORT SPECIALIST
The Management Trust, San Diego, California, United States, 92189
The Management TrustPosition Title:
Community Support Specialist 2Location:
San Diego, CAReporting To:
Associate Vice President of Community ManagementStatus:
Non-Exempt, Full-TimeSalary:
$20 - $22 per hourCOMPANY 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 responsibilitiesMaintain current community information for Welcome Packet in appropriate system locationManage review, assignment, and follow-up for complex Association Work Orders requiring committee approval, a board approval process, or specialized vendorsDocument actions taken with system notesBox, archive, and log documents for off-site storage not less than annually per AssociationProcess 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 neededMaintain system entry and logs for homeowner records including parking passes, amenity reservations, deeded parking or storageManage tracking and distribution of access devices for communities including keys, fobs, or parking passesManage amenity reservation processes in accordance with community guidelinesManage and organize physical ballots returned to office for electionsFirst escalation for all homeowner phone calls transferred from receptionDepending 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 informationSupport updating of Association information in system of record including Board and Committee information, vendor contact information, updates to rules and maintenance obligations, and document librariesCoordinate with Service providers for questions, such as those related to access to the community or parking enforcementSupport in documentation of maintenance of third-party systems utilized by specific communitiesOther duties and special projects as assignedQUALIFICATIONS:High School Diploma (or equivalent); Associate’s Degree preferredProficiency in administrative support – generally between 1-4 years, depending on the position levelExperience with Microsoft Office suite of productsAbility to identify and prioritize tasksAbility to multi-task and provide support to multiple communities while understanding their unique rules and requirementsHighly organized and able to monitor records for pending deadlinesAbility to provide high-level customer service with astute attention to detail and organizationMust be a team playerAbility to utilize technology including phone systems, reports, and office equipment to efficiently discharge tasksAdaptable and dependable with a solid attendance recordProfessional and respectful demeanor with all internal and external customers at all timesSPECIAL POSITION REQUIREMENTS (VARIES BY LOCATION/NOT A GLOBAL REQUIREMENT):NoneESSENTIAL FUNCTIONS:Use standard office equipment, including: computer, phone, copier/scanner, etc.
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Community Support Specialist 2Location:
San Diego, CAReporting To:
Associate Vice President of Community ManagementStatus:
Non-Exempt, Full-TimeSalary:
$20 - $22 per hourCOMPANY 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 responsibilitiesMaintain current community information for Welcome Packet in appropriate system locationManage review, assignment, and follow-up for complex Association Work Orders requiring committee approval, a board approval process, or specialized vendorsDocument actions taken with system notesBox, archive, and log documents for off-site storage not less than annually per AssociationProcess 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 neededMaintain system entry and logs for homeowner records including parking passes, amenity reservations, deeded parking or storageManage tracking and distribution of access devices for communities including keys, fobs, or parking passesManage amenity reservation processes in accordance with community guidelinesManage and organize physical ballots returned to office for electionsFirst escalation for all homeowner phone calls transferred from receptionDepending 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 informationSupport updating of Association information in system of record including Board and Committee information, vendor contact information, updates to rules and maintenance obligations, and document librariesCoordinate with Service providers for questions, such as those related to access to the community or parking enforcementSupport in documentation of maintenance of third-party systems utilized by specific communitiesOther duties and special projects as assignedQUALIFICATIONS:High School Diploma (or equivalent); Associate’s Degree preferredProficiency in administrative support – generally between 1-4 years, depending on the position levelExperience with Microsoft Office suite of productsAbility to identify and prioritize tasksAbility to multi-task and provide support to multiple communities while understanding their unique rules and requirementsHighly organized and able to monitor records for pending deadlinesAbility to provide high-level customer service with astute attention to detail and organizationMust be a team playerAbility to utilize technology including phone systems, reports, and office equipment to efficiently discharge tasksAdaptable and dependable with a solid attendance recordProfessional and respectful demeanor with all internal and external customers at all timesSPECIAL POSITION REQUIREMENTS (VARIES BY LOCATION/NOT A GLOBAL REQUIREMENT):NoneESSENTIAL FUNCTIONS:Use standard office equipment, including: computer, phone, copier/scanner, etc.
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