Office Manager

Category
Administration
Description
The Management Trust
Position Title: Office Manager
Location: Aurora, CO
Reporting To: Senior Community Association Manager
Status: Exempt, Full-Time
Salary: $45,000 - $55,000 DOE
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 Manager is responsible for ensuring the day-to-day operations of the office run smoothly and efficiently. This role provides exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: supporting the Lifestyle Directors, General Manager and other on site personnel administrative needs, performing special projects/research, and coordinating various coverage (i.e. reception desk).
JOB DUTIES AND RESPONSIBILITIES:

• Provide executive support to the Leadership team, including preparing for/attending meetings, providing agendas, setting up conference rooms, preparing expense reports, calendaring, ordering business cards, and ordering food/supplies for meetings or community events
• Work closely with the Front Desk Supervisor to ensure coverage at all times
• Ensure the reception function is scheduled appropriately (i.e. break times are designed to provide continuous coverage) and reflects our high standards of customer service
• Oversee all office services such as mail, purchasing requests, and facility needs
• Manage successful relationships with vendors, service providers, and landlord(s)
• Consolidate and distribute information in an accurate and organized manner, including internal status reports, contact/phone lists, organizational charts and more
• Engage with homeowners
• Coordinate and monitor responses to customer feedback and customer inquiries
• Anticipate the needs of homeowners and Board Members as well as team members and partner with them on announcements, research projects, and establishing systems and processes for tasks with ongoing needs
• Maintain well-written and professional communication with internal and external customers
• Develop meaningful relationship with all levels of staff
• Stay keenly organized on recurring items, especially those related to administration and employee engagement
• Maintain updated industry knowledge by reading professional publications and exploring on-the-job educational opportunities
• Establish procedures and provide administrative oversight for internal initiatives
• Monitor and order office supplies
• Coordinate with remote offices for supply ordering and approval
• Manage and reconcile Association credit card purchases
• Support setup, scheduling/reservations, and distribution of information related to various meetings
• Coordinate with vendors and suppliers for employee events
• Partner with the General Manager to facilitate Association policies and related updates
• Support the lifestyle team in execution of events and activities where needed.
• Support employee and homeowner engagement by preparing birthday cards, ordering birthday cakes, new hire posters/welcome kits/lunches, anniversary posters/cards, preparing internal newsletters, and scheduling/monitoring internal charitable donation programs for all offices
• Provide administrative support as needed
• Other duties and special projects as assigned

QUALIFICATIONS:

• High School Diploma (or equivalent); Associate's 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 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

SUPERVISES OTHERS? IF SO, LIST:

• No

SCHEDULE & TRAVEL:

• Monday-Friday from approx. 8:30 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.
Division
TMT-09-COLORADO
Location
CO - AURORA - BRANCH
EOE Statement
We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.
The Management Trust reserves the right to modify any job description at any time based on business need.
Email
None Specified
This position is currently accepting applications.