New Community Operations Specialist

Company: The Management Trust
Location: Tustin
Posted on: April 1, 2021

Job Description:

The Management Trust
Position Title: New Community Operations Specialist
Location: Tustin, CA
Reporting To: Vice President of New Community Development
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: The New Community Operations Specialist is responsible for ensuring that several key functions run smoothly and efficiently, while collaborating with other Critical Path Partners. This role provides exceptional customer service and quality administrative support to both internal and external clients. Key areas of focus include assisting the Executive Vice President of Client Relations, Director of Market Development, Senior Vice President of Forward Planning, and Vice President of New Community Development with marketing events, proposals, contract preparation, contract monitoring, internal client reporting, client events and scheduling, client gifts, and driving client retention. This position requires the highest degree of professionalism and commitment to furthering the standing of The Management Trust with new communities. JOB DUTIES AND RESPONSIBILITIES:

• Support internal client partners in the timely and accurate creating of marketing proposals and contracts
• Act as the administrator of source documents that comprise marketing material keeping the material updates and current
• Support the calendaring of client events, lunches, birthdays, and meetings for internal client partners
• Update internal marketing systems and reports with the current status of client leads, contract status, and timing of contract execution
• Support enrollment in industry functions, speaking engagements, and grand opening events
• Administration and population of contracts for new proposals
• Manage client contract database including customer contracts and schedules for individual client needs
• Maintain various records and logs, such as training completion and client lists; continually evaluate opportunities to streamline data aggregation
• Schedule internal training programs to ensure our developer curriculum is maintained Trust-wide
• Monitor and distribute Developer policies on a consistent schedule
• Assist in setting up and appearing at industry/marketing events
• Assist in document collection and setting up new community files
• Assist in gathering vendor bids for new communities
• Act as backup support for drafting startup resolutions for new communities
• Act as backup support for tracking and facilitating bond releases
• Act as backup support for creation of escrow demands
• Act as backup support for utility transfers
• Maintain and update developer contact sheets
• Other duties and special projects as assigned QUALIFICATIONS:
  • High School Diploma (or equivalent); Associate's Degree preferred
  • Ability to be intuitive regarding the needs of the office
  • Proficiency in Accounting and Operations - generally between 3-5 years
  • Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
  • Ability to meet deadlines and address time-sensitive issues
  • 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 internal and external customers at all times
  • Strong analytical, organizational, and problem-solving skills
  • Work independently, with little direction, and as part of a team
  • Ability to exercise considerable judgement, maintain confidentiality, and act with diplomacy and tact at all times SPECIAL POSITION REQUIREMENTS:
    • 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:
        • None SCHEDULE & TRAVEL:
          • Monday-Friday from approx. 8:00 am-5:00 pm
          • This position may require occasional long hours to meet business needs, including evenings and weekends (which may result in an adjusted schedule to ensure work/life balance and maintain reasonable overtime - for example, starting later in the morning on days with evening commitments) 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. Division TMT-01-SOUTHERN CALIFORNIA Location CA - TUSTIN - BRANCH (DIV 01/SOCAL) EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.
            
            The Management Trust reserves the right to modify any job description at any time based on business need.
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Keywords: The Management Trust, Tustin , New Community Operations Specialist, Other , Tustin, California