Office Assistant

The Management Trust

Position Title: Office Assistant

Location: Irvine, CA

Reporting To: Office Manager

Status: Non-Exempt, Full-Time

Salary: $18.00 - $19.00 per 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 Office Assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly with clients, vendors, and multiple levels of employees. This individual is often the first voice and first face of The Management Trust, and therefore critical to the overall experience of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.

JOB DUTIES AND RESPONSIBILITIES:

• Handle a high volume of customer phone calls in a professional and courteous manner
• Greet visitors and ensure adherence to Company policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee in private office spaces
• Understands needs of caller, opens accounts and answers questions with first person resolution where possible
• Routes calls to internal critical path partners only as needed
• Processes and log returned mail and document system
• Process daily incoming mail, prepare for distribution, and post outgoing mail
• Documents system with call notes and owner requests in real time
• Log owner access devices or support owner pick-up of Association access devices as needed
• Assists in support of physical office location facility needs such as stocking breakroom, inventory of common office supplies, coordinating courier and supplier pick-ups and deliveries, and setup and take down of material related to office events or holidays
• Assists in some administrative tasks such as ordering business cards, paper, supplies, and reporting office facility needs to appropriate party
• Check voicemails throughout the day and returns calls or routes correctly
• Monitor the postage machine/supplies, fund balance, and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support
• Alert supervisor to issues related to phones, computer, or other potentially disruptive matters in the reception area
• Arrange for backup support for planned absences, with supervisor approval
• Prepare conference rooms with beverages and/or meals for meetings
• Maintain a clean and well-organized reception area
• Maintain current records (i.e. contact lists) for the reception desk
• Other duties and special projects as assigned

QUALIFICATIONS:

• Experience in reception and customer service preferred
• Ability to handle a high volume of calls with an exceptional level of customer service
• Speak with a smile
• Ability to utilize multiple technology platforms while maintaining efficiency
• Experience with Microsoft Office suite
• Ability to identify and prioritize tasks
• High School Diploma (or equivalent)
• Proficiency in administrative support – generally between 1-4 years
• Conflict resolution skills in managing difficult calls
• Ability to meet deadlines and address time-sensitive issues
• Excellent written and verbal communication
• Must be a team player
• Highly organized and able to monitor records for pending deadlines
• Willing to learn Company process and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Ability to setup or stage conference room chairs, move tables, and relocate incoming packages
• Relocate up to (25) pounds

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.