Administrative & Event Coordinator (Facilities Assistant)

The Management Trust Position Title: Facilities Assistant Location: Indio, CA at Four Seasons at Terra Lago Reporting To: General Manager Status: Non- Exempt, Full-Time Salary: DOE DIRECT LINK TO APPLY: https://www.appone.com/MainInfoReq.asp?R_ID=4215955 COMPANY PROFILE: The Management Trust is a community association management company. It takes integrity, trust, experience, and support. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. These tasks require a reasonable amount of ongoing physical work (in addition to standard office administration). Distribute current activities schedules at designated locations, both electronically and via hard copy; answer homeowner questions regarding these events Participate in community meetings and trainings (including from our Corporate office) Receive, prepare, and maintain various association documents Manage the work order process, which may include responding to tickets, following-up as needed, and closing tickets Manage communication for basic emergency vendor needs in the absence of the General Manager and Club Manager (i.e. calling the designated plumber) Generate various reports, including for our programmed gates, remotes, and other access devices Perform various administrative support, such as: generating compliance letters as directed by supervisor, preparing and filing other correspondence, overseeing Welcome Packet materials and mailings, and scheduling appointments/meetings for internal team and homeowners Perform various facilities support, such as: event setup and teardown (this may include relocating large numbers of décor and/or folding chairs/tables with carts/dollies and related duties), as well as participating in preplanning, day of, and follow-up needs Partner with other internal employees and teams for various needs and to ensure the community is operating within company standards Perform ongoing general safety and status reviews for the facility; immediately bring concerns to Club Manager or General Manager Other duties and special projects as assigned 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 supporting general facilities needs (as outlined above) Event setup and coordination experience are preferred 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.