OFFICE ASSISTANT

The Management Trust; Irvine, Northern (CA, KY); Hybrid; USD 46,414,000 - 62,609,000; Full time

Job summary

The Management Trust in Irvine, CA is seeking an Office Assistant to provide mailing and administrative support for our internal and external clients. The role reports to the Office Manager and is non-exempt, full-time with a salary of $19.00 per hour.

Responsibilities include processing daily mail, copying, maintaining supplies, assisting reception, and supporting research and special projects for the Division Vice President of Community Management.

Qualifications

• High School Diploma or equivalent.
• 1–4 years of administrative support experience.
• Proficient in Microsoft Outlook, Excel and Word.
• Ability to meet deadlines and handle time-sensitive tasks.
• Strong attention to detail and organization; team player.

Responsibilities

• Process daily incoming mail, prepare for distribution, and post outgoing mail.
• Make copies, print envelopes, use folding/inserting machine, and log postage.
• Prepare and maintain welcome packet materials; record postage charges.
• Inventory, order, and distribute print/mailing supplies; maintain stock.
• Prepare office mail for daily pickup; monitor copier supplies and reorder.
• Provide periodic relief for the Division Receptionist.
• Conduct research as directed by the Division VP of Community Management.
• Assist with other duties and special projects as assigned.

Skills

Reception experience

Customer service

Microsoft Outlook

Excel

Word

Time management

Team player

Education

High School Diploma

Tools

Office equipment

Job description

The Management Trust
Position Title:Office Assistant
Location: Irvine, CA
Reporting To: Office Manager
Status: Non-Exempt, Full-Time
Salary: $19.00/Hourly

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 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
• 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
• Ability to meet deadlines and address time-sensitive issues
• 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.

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.