COMMUNITY SUPPORT SPECIALIST II

The Management Trust; Sonoma (CA); On-site; USD 36,000 - 41,000; Full time

Job summary

The Management Trust is seeking a Community Support Specialist in Sonoma, CA to deliver high-quality administrative support and outstanding customer service for homeowners and boards. You will handle inquiries, records, meetings, and special projects, while maintaining accurate files and coordinating vendor calls.

Ideal candidates have 1–4 years of admin or property management experience, strong Microsoft Office skills, and the ability to manage multiple tasks with precision and courtesy.

Qualifications

• Provide exceptional customer service with attention to detail and follow-through.
• Maintain organized records and communications for homeowners and vendors.
• Communicate professionally with homeowners, boards, and team members.

Responsibilities

• Respond to inquiries and support association records and communications.
• Prepare ARC files for evaluation by the Board/Committee.
• Process approvals/denials and archive records.
• Coordinate club house reservations and prepare reports for the Board.
• Draft meeting minutes and assist with monthly/annual meetings.

Skills

Customer service

Attention to detail

Organization

Communication

Time management

Team collaboration

Education

High School Diploma or equivalent

Associate degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Position Title: Community Support Specialist
Location: Sonoma, CA
Reporting To: General Manager
Status: Full-Time, Non-Exempt
Salary: $26.00-$30.00 Hourly

POSITION PURPOSE:

The Community Support Specialist provides exceptional customer service and quality administrative support to internal and external clients in partnership with the Community Association Manager. Responsibilities include responding to inquiries, supporting association records and communications, assisting with meetings and operational follow-up, performing special projects and research, and providing coverage such as answering phones.

JOB DUTIES AND RESPONSIBILITIES:

• Respond to phone inquiries using information/guidance from association manuals, CC&Rs, Rules & Regulations, and other administrative documents.
• Partner with the Community Association Manager (CAM) to monitor voicemail and return calls on the CAM’s behalf. Follow the guidelines determined by the CAM.
• Receive and prepare Architectural Review Applications (ARC) for evaluation by association Board of Directors/Committee(s)
• Following evaluation by the association Board of Directors or committee, process architectural application approvals or denials, send the decisions to homeowners, and file the application records accordingly.
• In coordination with CAM, set up and maintain association information.
• Prepare compliance letters documenting findings from site reviews.
• Manage work orders from entry through follow-up and closure, tracking each ticket’s status throughout the process.
• During the CAM’s absence, provide daily operational coverage and coordinate basic emergency vendor needs, such as contacting a plumber for an emergency association need.
• Coordinate and assist with association clubhouse reservations.
• Prepare monthly abbreviated manager reports for the Board.
• Prepare letters, memos, forms, and reports for homeowners, Board members, and vendors.
• Assist with preparing materials for monthly Board meetings and annual meetings, attend those meetings, and draft meeting minutes.
• Assist CAM with meeting follow-up action items, including compliance letters.
• Assist CAM with special projects for association needs, including research and assisting with custom administrative work.
• Maintain Welcome Packet materials for new homeowners.
• Prepare notices, flyers, and other documents for internal and external needs.
• Update annual calendars and archive end-of-year documentation.

QUALIFICATIONS

• Collaborative and team-oriented, with the ability to work effectively with management, coworkers, committees, vendors, and other stakeholders.
• Ability to provide a high level of customer service with exceptional attention to detail, organization, and follow-through.
• Excellent written and verbal communication skills, with the ability to communicate professionally and respectfully with homeowners, Board and committee members, vendors, and team members.
• Strong organizational and time-management skills, with the ability to prioritize workload, meet deadlines, and address time-sensitive matters.
• Ability to manage multiple responsibilities and shift priorities while maintaining accuracy and appropriate follow-through.
• Strong customer service and conflict-resolution skills, including the ability to handle challenging or sensitive homeowner interactions professionally.
• One to four years of administrative support, customer service, property management, or comparable professional experience.
• Solid working knowledge of Microsoft Outlook, Word, and Excel; intermediate proficiency preferred.
• Ability and willingness to learn Company processes, procedures, and proprietary software.
• Adaptable and dependable, with reliable attendance and the ability to respond effectively to changing operational needs.
• High School Diploma or equivalent required; Associate degree preferred.

PREFFERED QUALIFICATIONS

• Prior homeowners association, community association, or property management experience preferred.
• Experience with Vantaca or comparable community/property management software preferred.

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including computers, phone, copier/scanner.
• Be stationary for periods of time.
• Relocate up to (25) pounds.

SUPERVISES OTHERS

• None

SCHEDULE

• 5 days a week, 8 hours a day, with some weekend flexibility.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.