Overview
Administrative Support Assistant- Program Assistant- Recovery and Self-Motivation (FSH) Jobs in Fulton, MO at State of Missouri
The Management Trust
Position Title: Administrative Specialist (Onsite)
Location: Palm Desert, CA at Deep Canyon Tennis Club
Reporting To: General Manager
Status: Non-Exempt, Full-Time
Salary: $23 -$25/hr 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 Administrative Specialist provides general office and administrative support to the Deep Canyon Tennis Club community. The Administrative Specialist is responsible for creating meaningful relationships with homeowners and community partners while facilitating programs that include social, cultural, recreational, and educational engagement events. This role fosters a collaborative, team atmosphere with staff, volunteers, residents, and the Board of Directors. Being a self-starter, highly organized, and committed to the highest levels of customer service are key for this role.
JOB DUTIES AND RESPONSIBILITIES:
Greet and assist those visiting the on-site office.
Assist new homeowners and renters with welcome packet forms, gate access software, setting up Autopay and portal set-up.
Process mail and administer community correspondence to all residents and staff.
Process and maintain records for club rental payments, deposits, architectural payments, assessments and receipt reports by logging and depositing as needed.
Provide office support for community programs including, but not limited to: answering calls, responding to general information inquiries, authoring correspondence, directing voicemails/other messages, and file/record maintenance.
Provide administrative assistance on an as-needed basis for community club operations.
Compose, track, and mail correspondence for compliance and architectural notices, using approved templates.
Create work orders for homeowners; coordinate with other departments as needed.
Provide office support for all on-site staff
Maintain procedures to ensure acknowledgement, recordkeeping, and follow-up on all program funding.
Provide administrative support for club and committee events including but not limited to: Maintaining event calendar on all on-site activity, take event reservations, and assist with event planning as needed.
Assist General Manager in updating management reports, and compiling documents and copies for Board meeting packages.
Assist General Manager in preparing annual disclosure and financial statement packages, annual meeting notifications, annual election ballots; arrange bulk mailing of same within the time frames set by statute or governing documents.
Assist in the set up and breakdown for Board of Directors and Committee meetings, and social activities as needed.
Organize and maintain workspace, file, and stock rooms; alert General Manager of low supplies and assist in supply stocking and distribution.
Be familiar with association governing documents, Rules and Guidelines, Board policies and procedures, homeowner forms/applications and their requirements.
Approx. 10% coordinating and hosting community social events.
Other duties and special projects as assigned.
While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands-on and flexible in performing, assisting, and/or supervising any necessary task that is requested by the Association and/or the General Manager.
QUALIFICATIONS:
High School Diploma (or equivalent); Associate’s degree preferred
Minimum of 2 years of experience in administrative support, preferably within an HOA or property management setting.
Proficiency of Microsoft Outlook, Excel, Word, Publisher, PowerPoint, Desktop Publishing – including experience with website content management and resident portal systems
Conflict resolution and de-escalation skills
Ability to meet deadlines and address time-sensitive issues
Superior multi-tasking skills paired with data gathering, organizing, and auditing aptitude
Ability to work effectively under pressure with frequent interruptions
Excellent written and verbal communication skills
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 processes and procedures, and learn/use proprietary software
Adaptable and dependable with a solid attendance record
Professional and respectful demeanor with all homeowners, staff, vendors, external parties, and guests at all times.
Bilingual (Spanish) is a plus
SPECIAL POSITION REQUIREMENTS:
Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings at client locations
Must be able to drive in the dark if required
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, fax, etc.
Be stationary for periods of time
Relocate up to (25) pounds
Travel to and from offsite meetings
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
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.
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Title: Administrative Support Assistant- Program Assistant- Recovery and Self-Motivation (FSH)
Company: State of Missouri
Location: Fulton, MO
