The Management Trust
Position Title: Community Association Manager I
Location: Portland, OR
Reporting To: Division Executive Vice President
Status:Non-Exempt, Full-Time
Salary: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:
This role is designed for individuals ready to pursue a career in community association management but without prior CAM experience. The CAM I (Jr. CAM) will not be initially tasked with all the job duties and responsibilities or complexity of clients, of a licensed Community Association Manager II. This is a manager-in-training position for individuals with some industry knowledge. Division Leadership will guide and mentor the CAM I (Jr. CAM) while s/he performs a variety of administrative and other support functions for the community management team. The goal is to develop the skills and experience necessary to independently manage a full portfolio as a CAM II.
JOB DUTIES AND RESPONSIBILITIES:
- Carry out the policies and directives adopted by the Board in accordance with our contractual terms and conditions and effectively communicate updates to support teams. Manage a small portfolio of assigned communities that may include single family, townhomes, condominiums, or commercial industrial complexes
- Maintain current knowledge of governing documents, applicable state regulations, and local ordinances that apply to each assigned community
- Responsible for oversight of the condition and recurring maintenance physical property of the Association in accordance with our contractual terms and conditions Work with support team to compile information and paperwork for Board meeting packets, including Managers Report, agenda, previous meeting minutes, executive session items, architectural items, and violation/work order reports.
- Work with support team to compile information for annual meetings, including signature cards, ballots, and candidate statements in accordance with state guidelines and governing documents
- Work with support team to execute post-annual meeting checklist and ensure banking and state information is updated accordingly
- Partners with support team to ensures all Association maintenance and legal notice deadlines are met and documented in system of record
- Oversees and manages adherence to annual calendar
- Partners with support team to produce letters, communications, disclosures, and documents for Association members as required
- Coordinates with multiple external vendor partners in execution of Association operations
- Attend Board and committee meetings as needed and required
- With support team follow up on Board meetings with preparation of minutes, to-do lists, correspondence, calls to homeowners and vendors, issuing work orders and violations
- Assist in preparation of annual budget with guidance from supervisor.
- Review and code invoices for payment, monitor cash and reserve accounts for cash flow planning for major improvements, issue check requests for reimbursement/other expenses, review budget and financial reports for reclassification of expenses and/or areas of concerns, and work with accounting staff to address Board questions and concerns.
- Other duties and special projects as assigned.
QUALIFICATIONS:
- High School Diploma (or equivalent); Associate’s Degree preferred
- Work independently, with little oversight, and with accountability to executive management for the end result achieved
- Ability to identify and prioritize tasks
- Highly organized and able to monitor records for pending deadlines
- Ability to read and discern information from Association governing documents in order to maintain system information
- Ability to utilize technology including phone systems, reports, and office equipment to efficiently discharge tasks
- Experience with Microsoft Office suite of products – especially Outlook, Excel, and Word
- Must be a team player
- Adaptable and dependable with a solid attendance record
- Professional and respectful demeanor with all staff and guests at all times
- Demonstrate a positive attitude and ownership mentality; we believe each employee can build his/her own future
- Strong ability to problem solve and utilize resources to bring solutions to client challenges
- Strong written and verbal communication skills
- Ability to delegate to internal support team members while maintaining accountability for the end result
- Ability to provide conflict resolution to personality challenges that may arise with Board members or homeowners in a calm manner
SPECIAL POSITION REQUIREMENTS:
- Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings at client locations
- Must be able to drive in the dark if required
- 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.
- Ability to stand and walk properties, at ground level, for up to 4 hours as needed to support clients
- Be stationary for periods of time
- Relocate up to (25) pounds
- Travel to and from offsite locations
SUPERVISES OTHERS? IF SO, LIST:
SCHEDULE & TRAVEL:
- Monday-Fridayfrom 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.
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