The Management Trust
Position Title: Community Insurance Assistant

Division: Headquarters / Location: In Person (Portland)

Reporting To: Director of Insurance Services
Status: Non-Exempt, Full-Time
Salary: DOE

COMPANY PROFILE:

The Management Trust is a professional community association management company. We utilize a vast array of skills, experience, licensing, and education to support our community association clients. 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:

As the Community Insurance Assistant, you are responsible for supporting the Insurance Department in all professional services. Your focus is to ensure data integrity, communicate professionally with internal and external departments, and timely deliver requested documents. This role requires attention to detail, strong communication skills and a willingness to understand the uniqueness of community. As a community insurance support specialist, this person will be responsible for daily mail pick up and processing. Invoices must be processed specifically according to the detailed process manual in a timely manner, every business day. The person in this role will interface daily with the Insurance Team, and many departments throughout The Management Trust. Professional, friendly, and clear communication is integral to the success of this role. Qualified individuals will have a desire to seek additional departmental learning opportunities, be eager to help others, promptly meet due dates and deadlines, be comfortable navigating multiple systems, and should enjoy data entry. The successful candidate must multitask, prioritize, transition between multiple tasks, and seek to deliver a high-quality customer experience.

JOB DUTIES AND RESPONSIBILITIES:

• Pick up Insurance mail daily from the Insurance PO Box
• Sort and process mail, scan insurance invoices timely and send them to the appropriate Accounts Payable team
• Prioritize Notices of Cancellations or Late Payment Notices and work with accounts payable and CAM to oversee insurance payment process
• Upload insurance policies, certificates, endorsements, and policy notices into appropriate systems and folders
• Input insurance policy data into appropriate systems
• Support Insurance Team with record keeping
• Interface with CAMs, Accounting Department, and Insurance Brokers on insurance related items
• Request insurance policies from agency of record, support critical renewal timeline procedures
• Handle customer insurance certificate and policy inquiries
• Clearly communicate status updates and delays to provide transparency to all parties involved
• Offer customer excellence to ensure both internal and external client impression of the Insurance Department is positive
• Recommend process improvements and automation opportunities when identified
• Retain on-going knowledge of the primary system of record for Community insurance policies
• Other duties and special projects as assigned

QUALIFICATIONS:

• 2 years customer service experience
• 2 years data entry experience
• High degree of attention to detail and accuracy
• Strong problem solving and analytical skills
• Solid organization and time management skills
• Ability to work independently while managing multiple responsibilities (i.e. self-starter/self-motivated)
• Excellent written and verbal communication
• 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

SPECIAL POSITION REQUIREMENTS:

• Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy
• Must be willing to learn insurance concepts and obtain additional training/licensure coursework

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 meetings

SUPERVISES OTHERS? IF SO, LIST:

• No

SCHEDULE & TRAVEL:

• Monday-Friday, standard hours 8am-5pm, flexible office hours approved by supervisor.
• This position will be in-person in Portland, and will not have designated WFH days, unless approved by supervisor.

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.