PGA WEST Master Association Assistant Manager (La Quinta) - The Management Trust - La Quinta, CA

Supervisor: General Manager

Status: Non- Exempt. Hourly

COMPANY PROFILE:
The Management Trust, www.managementtrust.com, believes building a community takes more than just hammers and nails. It begins with the promise of 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. We strive to create an environment that allows every Employee Owner the freedom to be their true and best self, the freedom to grow professionally, and personally, and the freedom to prosper emotionally, intellectually, and financially. However, with freedom comes great responsibility. We have made a significant investment in our training, equipment, and culture. By inviting our Employee Owners to become equity partners, we expect a lot in return ~ your active participation in growing our business. It is in this spirit that we encourage you to explore our Ownership Opportunities and how your unique gifts and talents will be cultivated and allowed to flourish. We currently serve six states (AZ, CA, CO, NV, OR, WA) and are rapidly growing.

EMPLOYEE OWNER PURPOSE:
Provides administrative support to General Manager. Position requires proficient use of, email via MS Outlook, scheduling appointments and meetings, word processing and spreadsheet programs preferably Microsoft Word and Excel.

DUTIES AND RESPONSIBILITIES:

• Provide superior customer service in a professional environment.


• Answer incoming calls and emails from clients, vendors, board members, and other staff.


• Assist walk-in homeowners, contractors and vendors.


• Prepare monthly agenda and board packets in a timely manner to meet the deadline for distribution to the Board members and post meeting agendas.


• Prepare monthly committee packets in a timely manner to meet the deadline for distribution to the committee members.


• Coordinate and maintain General Manager’s meeting calendar.


• Attend Board meetings and committee meetings as assigned.


• Maintains office equipment and place service calls for repairs and maintenance.


• Create and utilize approved forms and spreadsheets.


• Type minutes from association Board meetings and committee meetings, provides to General Manager for review.


• Maintain association records, such as meeting minutes.


• Process mass mailings to the membership (i.e. Annual Meeting Notices, Annual Audits, etc).


• Maintain homeowner files and file documents as needed.


• Take inventory of office supplies and stationary, order items as needed.


• Perform routine inspections as assigned


• Run errands as needed by the General Manager.


• Responsible for miscellaneous duties as assigned by the General Manager.

COMPLIANCE:

• Produce compliance letters for citations issued monthly to homeowners and vendors.


• Prepare and mail hearing notices and result notices to homeowners and vendors.


• Inform Accounting Department of fine assessments.


• Maintain fine log and spreadsheets.


• Inform General Manager of any hearings to be taken to the Board of Directors for appeal.

COMMUNICATIONS:

• Maintain Association’s website with up-to-date information.


• Act as the Liaison with the website host.


• Send draft Constant Contact messages to the General Manager for review.


• Maintain homeowner contact lists, vendor lists, “Going Green” contact list and email distribution lists through Constant Contact.

MINIMUM JOB REQUIREMENTS:

• High school diploma or GED; Minimum of 1 to 2 years of experience directly related to the duties and responsibilities specified.

QUALIFICATIONS:

• Ability to gather data, compile information, and prepare reports.


• Skill in the use of computers and related software applications (MS Word, Excel, Outlook, PowerPoint, Publisher, database system).


• Ability to communicate effectively, both orally and in writing.


• Demonstrated ability to maintain confidentiality.


• Strong leadership abilities.


• Conflict resolution skills.


• Ability to analyze and solve problems.


• Database management skills.


• Efficient with attention to detail.


• Ability to make administrative/procedural decisions and judgments.


• Skill in organizing resources and establishing priorities.


• Ability to create, compose, and edit written materials.


• Time management skills.


• Ability to meet deadlines and address time sensitive issues.


• Experience/knowledge of community association management industry is preferred but not mandatory.

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Work is primarily performed in an office work environment.


• Ability to create storage boxes and transport to an off-site storage facility.


• Valid Driver License, auto registration and proof of insurance required.