Management Team Assistant

Exemption Status:

Non-Exempt (Hourly)

Position Title:

Management Team Assistant (MTA)

Reports To:

Community Association Manager (CAM)

Job Purpose and Summary

The role of the MTA is to assist the CAM in carrying out decisions made by the Board and managing the day-to-day operations of the Association clients assigned to them by performing certain administrative functions.

Essential Duties and Responsibilities

Each manager's portfolio is unique to the client(s) being served; therefore, some clients may require tasks that are not typical of other clients and are not performed by other teams. The following list is not intended to be all-inclusive but rather to give an overview of the anticipated duties of the A position:

• Oversee the organization of each client's physical and electronic records.
• Complete periodic filing of hard copy and/or electronic records;
• Serve as the communication liaison for association members by answering and returning phone calls, monitoring shared email inbox(es), and replying or redirecting emails appropriately;
• Maintain and update member and resident information in Vantaca;
• Send welcome letters to new residents to welcome them to the community and acquaint them with the Association;
• Research and update contact information when mail to the Owner is returned;
• Process monthly financial statements for network records as well as access of documents on the community portal;
• Assist, at the request of the CAM, in the preparation and distribution of Board meeting packets. This may include collecting reports/data, making sufficient copies, preparing the agenda (as drafted by the Manager), and collating the packet;
• Assist with the preparation and distribution of the Annual Membership Meeting notice;
• Assist with the preparation of the Annual Membership meeting. This may include preparing handouts, ballots, sign-in sheet, and other materials as requested by the Manager;
• Update the Association website portal with scanned meeting minutes, meeting dates, trash/recycling service dates, community events, grounds maintenance service days, dates of chemical applications, etc. as directed;
• Attend Board meetings to take minutes or perform other record-keeping duties to support the CAM;
• Scan approved meeting minutes, save them to the network, and upload them to HomeWise Docs and the client website. Place original in Minutes Book;
• Update PUD information and rental ratio info on HomeWiseDocs;
• Provide the Manager with the preparation needed to conduct governance inspection;
• Assist with the preparation and distribution of governance notices after each inspection;
• Assist the Manager in the preparation of standard Resolutions documenting keyboard decisions;
• Update the Vantaca Association Information Page;
• Update Vantaca with Board Member information, start/end dates of terms, and officers and time there is a change in members or officer duties;
• Assist in the set-up of new clients as tasks are delegated;
• Coordinate the ordering of office supplies needed for clients in advance so that tasks can be completed in a timely manner. All office supply orders must be approved by the Manager prior to being given to the Office Manager to place the order;
• Assist in the preparation and/or distribution of e-announcements;
• Coordinate materials for use at New Resident Orientation at the direction of the manager (if applicable);
• Assist the Manager in the coordination of activities involved in community events;
• Assist in the preparation and distribution of other general correspondence as needed;
• Alternate on the reception desk, as needed (generally during the Receptionist's lunch break);
• Assist in the creation of Board Manuals, as requested;
• Scan the insurance declaration page for a new or renewed policy. Save to the Network, upload to HomeWiseDocs, and the website portal;
• Set up the WMG meeting rooms for Board Meetings with appropriate hospitality services and ensure that the room is in a clean and usable condition;
• Assist, as requested, with the transition of Association records to another management company;
• Organize and coordinate the delivery of mailbox keys to sales offices prior to new home closings;
• Assist the DRC Coordinator with updates to Vantaca regarding a submittal or response communication after the review of a submittal application;
• Setup, attend, and tear down community events;
• Record time in Big Time daily;
• Other tasks, as assigned.

Supervisory Duties

• None

Knowledge, Skills, and Ability

• Must possess personal values that align with those of the Company.
• Robust knowledge of operating a personal computer, the Microsoft Windows operating system, and Microsoft Office programs (namely: Word, Excel, Outlook, and PowerPoint);
• Proficient typing skills with a minimum of 40 words per minute;
• Skill in organizing resources and establishing priorities;
• Ability to work independently with the flexibility to work on several projects concurrently;
• Ability to maintain a strict level of confidentiality;
• Use of proper spoken and written communication of the English language, including spelling, grammar, and punctuation.

Education or Formal Training

• Minimum of a high school diploma or equivalent.

Work Environment

This position operates in a professional office setting using standard office equipment. Employees serving in this position will be issued a company-owned laptop computer.  Work is performed indoors nearly 100% of the time except for an occasional errand for supplies or a meeting or event outside the office. The noise level of the work environment is usually moderate.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential duties of this job successfully.  Nearly 100% of this position is performed while sitting. On occasion, duties of this position may require walking minimal distances of less than ½ mile, lifting items 15 to 20 pounds, and pushing items 40 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the job. Requests for consideration of reasonable accommodation should be addressed to Human Resources.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this job. This job description may also be amended or modified from time to time.