OFFICE ASSISTANT

The Management Trust; Irvine (CA); On-site; USD 22,000 - 30,000; Full time

Job summary

The Management Trust in Irvine, CA is seeking an Office Assistant to support our administrative operations and client communications. You will handle mail, help maintain supplies, and assist with basic office tasks to keep the office running smoothly.

This non-exempt, full-time role requires attention to detail, teamwork, and proficiency in Outlook, Excel and Word. You’ll work with the Office Manager and support reception duties as needed.

Qualifications

• Experience in reception and customer service preferred.
• High School Diploma (or equivalent).
• Proficiency in administrative support – generally between 1-4 years.
• Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus.
• Conflict resolution skills and ability to meet deadlines.

Responsibilities

• Process daily incoming mail and prepare for distribution.
• Make copies, print envelopes, and log postage.
• Prepare and maintain welcome packet materials; record postage charges.
• Inventory, order, and distribute print/mailing supplies.
• Maintain a stocked and organized supply area.
• Prepare office mail for daily pickup.
• Monitor copier supplies and reorder as necessary.
• Coordinate vendors for equipment service needs.
• Provide periodic relief for the Division Receptionist as needed.
• Conduct research as directed by the Division VP of Community Management.
• Other duties and special projects as assigned.

Skills

Reception experience

Customer service

Communication skills

Time management

Team player

Attention to detail

Education

High School Diploma

Tools

Microsoft Outlook

Excel

Word

Job description

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.

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.

The Management Trust

Position Title: Office Assistant

Location: Irvine, CA

Reporting To: Office Manager

Status: Non-Exempt, Full-Time

Salary: $19.00/Hourly

Employee Owner Position Purpose

The Office Assistant is responsible for providing mailing and other administrative support for our internal and external clients serviced by our office, including, but not limited to the specific tasks outlined below.

Job Duties And Responsibilities

• Process daily incoming mail, prepare for distribution, and post outgoing mail
• Make copies, print envelopes, use the folding/inserting machine, and log postage
• Prepare and maintain welcome packet materials; record postage charges
• Inventory, order, and distribute print/mailing supplies
• Maintain a stocked and organized supply area
• Prepare office mail for daily pickup
• Monitor copier supplies (i.e. paper, toner, etc.) throughout the day; reorder as necessary
• Contact/coordinate appropriate vendors for equipment service needs
• Provide periodic relief for the Division Receptionist (if the Receptionist is absent, during lunch periods, etc.)
• Conduct research as directed by the Division Vice President of Community Management
• Other duties and special projects as assigned

Qualifications

• Experience in reception and customer service preferred
• High School Diploma (or equivalent)
• Proficiency in administrative support – generally between 1-4 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

Essential Functions

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

SUPERVISES OTHERS? IF SO, LIST:

• None

Schedule & Travel

• Monday thru Friday, 8:00am to 5:00pm
• 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.