What are the responsibilities and job description for the OFFICE ASSISTANT position at The Management Association, Inc.?

Job Description

The Management Trust

Position Title : Division Office Assistant

Location : Palm Desert, CA

Reporting To : Operations Manager

Status : Non-Exempt, Full-Time

Salary : $17.00-$18.00 / hourly

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 Division Office Assistant is responsible for providing mailing and other administrative support for our internal and external clients serviced by our office, including, but not limited to the specific tasks outlined below.

JOB DUTIES AND RESPONSIBILITIES :

Process daily incoming mail, prepare for distribution, and post outgoing mail
Make copies, print envelopes, use the folding / inserting machine, and log postage
Prepare and maintain welcome packet materials; record postage charges
Inventory, order, and distribute print / mailing supplies
Maintain a stocked and organized supply area
Prepare office mail for daily pickup
Monitor copier supplies (i.e. paper, toner, etc.) throughout the day; reorder as necessary
Contact / coordinate appropriate vendors for equipment service needs
Provide periodic relief for the Division Receptionist (if the Receptionist is absent, during lunch periods, etc.)
Conduct research as directed by the Division Operations Manager
Other duties and special projects as assigned

QUALIFICATIONS :

Experience in reception and customer service preferred

High School Diploma (or equivalent)

Proficiency in administrative support – generally between 1-4 years

Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus

Conflict resolution skills

Ability to meet deadlines and address time-sensitive issues

Superior multi-tasking skills

Excellent written and verbal communication

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

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 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.

Salary : $17 - $18

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