OFFICE ASSISTANT Job at The Management Trust in Irvine

Join to apply for the OFFICE ASSISTANT role at The Management Trust. The Management Trust is a community association management company committed to integrity, trust, and experience. As a 100% employee‑owned firm, we encourage our Employee Owners to actively participate in shaping best practices each day.

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 (paper, toner, etc.) throughout the day; reorder as necessary.
• Contact/coordinate appropriate vendors for equipment service needs.
• Provide periodic relief for the Division Receptionist during lunch periods and other absences.
• 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.

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. The Management Trust reserves the right to modify this job description at any time based on business need.