What are the responsibilities and job description for the OPERATIONS MANAGER NON-EXEMPT position at The Management Trust?
The Management Trust
Position Title: Division Operations Manager
Location: Santa Maria, CA
Reporting To: Division President
Status: Non-exempt, Full-Time
Salary: $25-$30/hour
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 Operations Manager is responsible for ensuring the day-to-day operations of the offices run smoothly and efficiently. This role provides exceptional customer service and quality administrative support to both internal and external clients. Key areas of focus include assisting the Division President with special projects/research, acting as a strategic partner for local marketing efforts, and assisting with client retention. This individual contributor role requires the highest degree of professionalism and commitment to furthering the standing of The Management Trust in the L community.
- Review and upload credit card transactions into accounting software.
- Coordinate office repairs, moves, and general upkeep with property managers/landlords.
- Ensure office supplies for all divisional offices are stocked and organized; review orders for optimal inventory and cost management.
- Partner with the VP of Community Management to complete monthly chargebacks for rental mileage/postage.
- Manage vehicle maintenance, repairs, and registrations.
- Prepare the office for new hires, including gathering necessary supplies and scheduling orientation.
- Maintain various records and logs
- Order and maintain branded items.
- Support meeting needs, including preparing conference rooms and ordering catering.
- Partner with Human Resources to facilitate company policies and updates.
- Manage relationships with vendors, service providers, and landlords.
- Consolidate and distribute information accurately, including internal status reports and contact lists.
- Coordinate and monitor responses to customer feedback and inquiries.
- Assist with announcements, research projects, and establishing systems.
- Stay organized on recurring administrative and employee engagement tasks.
- Prepare contracts at the direction of the VP of Community Management/Division President.
- Document all activity in HubSpot and maintain associated records.
- Represent our Division at community events.
- Act as the Trusted Partners Ambassador, managing vendor relationships, coordinating events, and organizing records.
- Demonstrate our value to clients by adhering to our Cultural Compasses and delivering exceptional experiences.
- Assist with planning and coordination of client events, including onboarding and educational seminars.
- Assist with the transition of incoming/outgoing clients as needed
- Perform other duties and special projects as assigned.
- High School Diploma (or equivalent); Associate degree preferred
- Ability to be intuitive regarding the needs of the office
- Proficiency in office management – generally between 3-5 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
- 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 always
- Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy
- 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
- None
- 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 : $25 - $30
