OPERATIONS MANAGER

The Management Trust
Position Title: Operations Manager
Location: Olympia, WA - Onsite at Jubilee
Reporting To: General Manager
Status: Non-Exempt, Full-Time
Salary: $27 - $32/hr

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 Operations Manager is responsible for partnering with the General Manager, the Association Board of Directors (Board), onsite Team Members and our Company, to fulfill obligations of the management contract in conjunction with the goals and objectives of the Board. Key areas of focus include management and support of the community association (HOA), including, but not limited to: daily operations, regular interaction with and support of Board/homeowners/vendors, meeting attendance, budget preparation, and overall community business management. This is a leadership position that requires a strong commitment to delivering an exceptional customer experience while balancing the needs of many stakeholders.

JOB DUTIES AND RESPONSIBILITIES:

ADMINISTRATIVE

• Provide superior customer service in a professional environment
• Provides back up for Facility Assistants by answering incoming calls, emails and assist walk-in customers, contractors and vendors as needed
• Attend Board of Directors and Committee Meetings
• Compiles information necessary for the preparation of Board of Directors meetings, board and committee packets, agendas, minutes, etc.
• Delegates and assists with mailings to Association’s membership
• Provides administrative assistance to the GM
• Prepare action lists and maintain accurate records for ongoing projects, facility supplies and office inventories
• Promotes staff full use of VANTACA software
• Prepare letters to homeowners when needed (i.e. violations, hearings, etc.)

• Create/Maintain a master calendar for all key HOA dates and deliverables, preferably using Vantaca.
• Budget Tracking, assistance with AP coding

OPERATIONS

• Maintain current vendor database, insurance records, contract dates to ensure compliance with TMT and Khov requirements
• Prepare schedules and establish priorities for routine and ongoing and reserve maintenance projects
• Is the key point of contact with all vendors
• Lead, train and delegate as needed, the visual inspections of the facilities and common areas to ensure timely repairs and minimal downtime
• Provide oversight of contracted work to ensure compliance with Association guidelines, including pools, ponds, courts, landscaping and gatehouse/patrol services
• Communicate in-person, by telephone, and/or via email to Board members, committee members, homeowners, and vendors regarding community business in a timely manner, or delegate to team members with appropriate oversight
• Maintain current knowledge of governing documents, applicable state statutes, and local ordinances that apply to the community
• Work collaboratively with the Lifestyle Coordinator to assist with operations, schedules, communications, set-up/breakdown pertaining to lifestyle events, activities, room rentals and reservations
• Work independently, with accountability to GM for the end result achieved
• Assist GM and Architectural Review Specialist with violation inspections, violation notices and violation tracking through Vantaca
• Assist GM by providing weekly operation report reviews, noting closed items, open items and new items needing Board approval
• Other duties and special projects as assigned

QUALIFICATIONS:

• This skill set is generally acquired through a combination of a degree in a Business Administration (or related) field, along with at least (5) years of experience with increasing responsibility in community association management
• Pursuit and achievement of Professional Certification CCAM or CMCA within 2 years, and good understanding of the Davis-Stirling Act
• Knowledge of accepted management practices and procedures, building and grounds maintenance requirements, positive staff development and administration, contract oversight, and budget/finance
• Ability to motivate teams while simultaneously managing several projects
• Knowledge of management contracts, CC&Rs and other governing documents
• Solid knowledge of Microsoft Office including Excel, Power Point and Constant Contract
• Strong leadership abilities and comfort with public speaking (small and large groups)
• Conflict resolution and negotiation 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
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all residents, the Board, staff and guests 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 locations

SCHEDULE & TRAVEL:

• Monday-Friday from approx. 9:00 am-5:30 pm
• This position may require occasional long hours to meet business needs, including weekends and holidays

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.