What are the responsibilities and job description for the Operations Assistant, Terra West Management Services position at Terra West Management Services?
Description
About Terra West Management Services
At Terra West, we don’t just manage communities, we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first: our clients, our residents, and our team.
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Our Core Focus
We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.
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Our Core Values – We I.N.S.P.I.R.E. Excellence
Integrity – We do what’s right, even when no one is looking.
Nurture – We invest in people, relationships, and growth.
Service – We exceed expectations with every interaction.
Passion – We bring energy and purpose to all we do.
Innovation – We embrace change and lead with forward-thinking solutions.
Resilience – We stay strong, adaptable, and solution-focused in every challenge.
Empathy – We listen, understand, and lead with compassion.
At Terra West, you’re not just taking a job, you’re joining a values-driven team that’s redefining excellence in community management.
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Position Summary
The Operations Assistant supports the daily operational efficiency of the company by maintaining electronic association files, assisting with community transitions, and supporting marketing and business development activities. This role ensures that documentation, onboarding, and communication processes run smoothly, while also contributing to Terra West’s brand presence and client engagement efforts.
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Essential Functions
File Management & Administrative Support
Requirements
Job Specifications
About Terra West Management Services
At Terra West, we don’t just manage communities, we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first: our clients, our residents, and our team.
________________________________________
Our Core Focus
We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.
________________________________________
Our Core Values – We I.N.S.P.I.R.E. Excellence
Integrity – We do what’s right, even when no one is looking.
Nurture – We invest in people, relationships, and growth.
Service – We exceed expectations with every interaction.
Passion – We bring energy and purpose to all we do.
Innovation – We embrace change and lead with forward-thinking solutions.
Resilience – We stay strong, adaptable, and solution-focused in every challenge.
Empathy – We listen, understand, and lead with compassion.
At Terra West, you’re not just taking a job, you’re joining a values-driven team that’s redefining excellence in community management.
________________________________________
Position Summary
The Operations Assistant supports the daily operational efficiency of the company by maintaining electronic association files, assisting with community transitions, and supporting marketing and business development activities. This role ensures that documentation, onboarding, and communication processes run smoothly, while also contributing to Terra West’s brand presence and client engagement efforts.
________________________________________
Essential Functions
File Management & Administrative Support
- Scan, index, and maintain electronic association files as assigned.
- Sort, prepare, and process returned mail in accordance with company procedures.
- Prepare scanned/indexed documents for storage and archival.
- Order and manage office and mailroom supplies.
- Provide mailroom assistance as needed.
- Perform all other tasks as assigned by management.
- Assist with onboarding new communities and closing out departing associations.
- Gather and organize governing documents, contracts, and account records for transitioning associations.
- Coordinate document transfers between internal departments and external partners.
- Maintain accurate transition checklists and timelines to ensure smooth handoffs.
- Support the Community Management and Accounting teams during transitions with data entry, file audits, and communication tracking.
- Assist in preparing proposal packets, presentations, and marketing materials.
- Maintain organized files of marketing assets, contracts, and contact lists.
- Support event preparation and follow-up for marketing and community outreach activities.
- Help ensure consistent branding and messaging across materials.
- Track and update lead information or follow-ups as directed by the Client Success Manager.
Requirements
Job Specifications
- Minimum of 6 months office, file room, or mailroom experience.
- Experience with electronic file storage and organization.
- Intermediate knowledge of Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational and communication skills.
- Ability to manage multiple priorities and maintain confidentiality.
- Detail-oriented with a commitment to accuracy and quality.