The Management Trust
OFFICE ASSISTANT
The Management Trust, Folsom, California, United States, 95630
The Management TrustPosition Title:
Office AssistantLocation:
Folsom, CA Reporting To:
Division Vice President of Community Management Status:
Non-Exempt, Full-Time Salary:
$18-20.00 per hour
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 Office Assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly with clients, vendors, and multiple levels of employees. This individual is often the first voice and first face of The Management Trust, and therefore critical to the overall experience of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.
JOB DUTIES AND RESPONSIBILITIES:Handle a high volume of customer phone calls in a professional and courteous mannerGreet visitors and ensure adherence to Company policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee in private office spacesUnderstands needs of caller, opens accounts and answers questions with first person resolution where possibleRoutes calls to internal critical path partners only as neededProcesses and log returned mail and document systemProcess daily incoming mail, prepare for distribution, and post outgoing mailDocuments system with call notes and owner requests in real timeLog owner access devices or support owner pick-up of Association access devices as neededAssists in support of physical office location facility needs such as stocking breakroom, inventory of common office supplies, coordinating courier and supplier pick-ups and deliveries, and setup and take down of material related to office events or holidaysAssists in some administrative tasks such as ordering business cards, paper, supplies, and reporting office facility needs to appropriate partyCheck voicemails throughout the day and returns calls or routes correctlyMonitor the postage machine/supplies, fund balance, and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor supportAlert supervisor to issues related to phones, computer, or other potentially disruptive matters in the reception areaArrange for backup support for planned absences, with supervisor approvalPrepare conference rooms with beverages and/or meals for meetingsMaintain a clean and well-organized reception areaMaintain current records (i.e. contact lists) for the reception deskOther duties and special projects as assignedQUALIFICATIONS:
Experience in reception and customer service preferredAbility to handle a high volume of calls with an exceptional level of customer serviceSpeak with a smileAbility to utilize multiple technology platforms while maintaining efficiencyExperience with Microsoft Office suiteAbility to identify and prioritize tasksHigh School Diploma (or equivalent)Proficiency in administrative support - generally between 1-4 yearsConflict resolution skills in managing difficult callsAbility to meet deadlines and address time-sensitive issuesExcellent written and verbal communicationMust be a team playerHighly organized and able to monitor records for pending deadlinesWilling to learn Company process and procedures, and learn/use proprietary softwareAdaptable and dependable with a solid attendance recordESSENTIAL FUNCTIONS:
Use standard office equipment, including: computer, phone, copier/scanner, etc.Be stationary for periods of timeAbility to setup or stage conference room chairs, move tables, and relocate incoming packagesRelocate up to (25) poundsSUPERVISES OTHERS? IF SO, LIST:
NoneSCHEDULE & TRAVEL:
Monday-Friday from approx. 8:00 am-5:00 pmThis 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.
Office AssistantLocation:
Folsom, CA Reporting To:
Division Vice President of Community Management Status:
Non-Exempt, Full-Time Salary:
$18-20.00 per hour
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 Office Assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly with clients, vendors, and multiple levels of employees. This individual is often the first voice and first face of The Management Trust, and therefore critical to the overall experience of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.
JOB DUTIES AND RESPONSIBILITIES:Handle a high volume of customer phone calls in a professional and courteous mannerGreet visitors and ensure adherence to Company policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee in private office spacesUnderstands needs of caller, opens accounts and answers questions with first person resolution where possibleRoutes calls to internal critical path partners only as neededProcesses and log returned mail and document systemProcess daily incoming mail, prepare for distribution, and post outgoing mailDocuments system with call notes and owner requests in real timeLog owner access devices or support owner pick-up of Association access devices as neededAssists in support of physical office location facility needs such as stocking breakroom, inventory of common office supplies, coordinating courier and supplier pick-ups and deliveries, and setup and take down of material related to office events or holidaysAssists in some administrative tasks such as ordering business cards, paper, supplies, and reporting office facility needs to appropriate partyCheck voicemails throughout the day and returns calls or routes correctlyMonitor the postage machine/supplies, fund balance, and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor supportAlert supervisor to issues related to phones, computer, or other potentially disruptive matters in the reception areaArrange for backup support for planned absences, with supervisor approvalPrepare conference rooms with beverages and/or meals for meetingsMaintain a clean and well-organized reception areaMaintain current records (i.e. contact lists) for the reception deskOther duties and special projects as assignedQUALIFICATIONS:
Experience in reception and customer service preferredAbility to handle a high volume of calls with an exceptional level of customer serviceSpeak with a smileAbility to utilize multiple technology platforms while maintaining efficiencyExperience with Microsoft Office suiteAbility to identify and prioritize tasksHigh School Diploma (or equivalent)Proficiency in administrative support - generally between 1-4 yearsConflict resolution skills in managing difficult callsAbility to meet deadlines and address time-sensitive issuesExcellent written and verbal communicationMust be a team playerHighly organized and able to monitor records for pending deadlinesWilling to learn Company process and procedures, and learn/use proprietary softwareAdaptable and dependable with a solid attendance recordESSENTIAL FUNCTIONS:
Use standard office equipment, including: computer, phone, copier/scanner, etc.Be stationary for periods of timeAbility to setup or stage conference room chairs, move tables, and relocate incoming packagesRelocate up to (25) poundsSUPERVISES OTHERS? IF SO, LIST:
NoneSCHEDULE & TRAVEL:
Monday-Friday from approx. 8:00 am-5:00 pmThis 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.