Community Support & Admin Specialist II

The Management Trust; Tualatin (OR); On-site; USD 28,000 - 32,000; Full time

Job summary

The Management Trust, based in Portland, OR, seeks a Communities Support Specialist to provide exceptional customer service and administrative support to CAMs and ACAMs, handling complex work orders, ARC reviews, and amenity management. You will also handle communications, documentation, and cross-team coordination.

The role requires strong organizational skills, 1–4 years in admin support, and proficiency with Microsoft Office.

Qualifications

• High School Diploma (or equivalent); Associate’s Degree preferred.
• Proficiency in administrative support – generally between 1-4 years, depending on the position level.
• Experience with Microsoft Office suite of products.
• Ability to identify and prioritize tasks.
• Ability to multi-task and provide support to multiple communities while understanding their unique rules and requirements.
• Conflict resolution skills.
• Highly organized and able to monitor records for pending deadlines.
• 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 utilize technology including phone systems, reports, and office equipment to efficiently discharge tasks.
• Adaptable and dependable with a solid attendance record.
• Professional and respectful demeanor with all internal and external customers at all times

Responsibilities

• Receive customer phone calls and answer questions related to the status of work orders, ARC requests, or Association responsibilities.
• Maintain current community information for Welcome Packet in appropriate system location.
• Manage review, assignment, and follow-up for complex Association Work Orders requiring committee approval, a board approval process, or specialized vendors.
• Document actions taken with system notes.
• Box, archive, and log documents for off-site storage not less than annually per Association.
• Process compliance notices (either post-inspection or as needed) in accordance with community guidelines, add fines and hearing outcomes as directed by CAM or ACAM following a Board meeting.
• Manage, review, and process complex ARC applications (e.g. outside architect, deposit, or special plans or paperwork required).
• Monitor for status and timelines of ARC Applications and maintain system records as needed.
• Maintain system entry and logs for homeowner records including parking passes, amenity reservations, deeded parking or storage.
• Manage tracking and distribution of access devices for communities including keys, fobs, or parking passes.
• Manage amenity reservation processes in accordance with community guidelines.
• Manage and organize physical ballots returned to office for elections.
• First escalation for all homeowner phone calls transferred from reception.
• Depending on location, may be required to provide periodic relief for Division Receptionist (if Receptionist is absent, during lunch periods, etc.)
• Monitor for completion of ad-hoc Community Support Task items such as managing access device projects, special mailers, newsletter information
• Support updating of Association information in system of record including Board and Committee information, vendor contact information, updates to rules and maintenance obligations, and document libraries
• Coordinate with Service providers for questions, such as those related to access to the community or parking enforcement
• Support in documentation of maintenance of third-party systems utilized by specific communities
• Other duties and special projects as assigned

Skills

Multitasking

Customer service

Communication skills

Organizational skills

Education

High School Diploma

Associate’s Degree preferred

Tools

Microsoft Office

Job description

The Management Trust, based in Portland, OR, seeks a Communities Support Specialist to provide exceptional customer service and administrative support to CAMs and ACAMs, handling complex work orders, ARC reviews, and amenity management. You will also handle communications, documentation, and cross-team coordination.

The role requires strong organizational skills, 1–4 years in admin support, and proficiency with Microsoft Office.