SENIOR MANAGER, OPERATIONS AUDIT AND COMPLIANCE

The Management Trust

Position Title: Senior Manager, Operations Audit & Compliance

Location: Irvine, CA

Reporting To: Division President

Status: Exempt, Full-Time

Salary: $70,000 - $90,000 Annually, DOE

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 Senior Manager, Operations Audit & Compliance is a leadership role responsible for providing exceptional customer service and quality administrative support to the Division, including, but not limited to: partnering with local office, department and executive leadership, community managers, division accounting and company departments ensuring departments meets company and division operational requirements, performing special projects/research, and establishing and implementing documentation to focus on division compliance. The key focus for this role is supporting, developing, and engaging a team of administrative staff.

Job Duties And Responsibilities

• Supervise the centralized AE administrative pod teams to ensure staff are successfully meeting the standards and practices of the Company, job descriptions and task centralization model
• Conduct full audits of new hires to ensure all on-boarding LMS and training are completed.
• Partner with division accounting during tax and audit season aligned to association financial year ends ensuring tax and audit engagement letters and returns are drafted, signed and filed with CPA
• Partner with division accounting and office leadership to ensure all budgets meet fiscal year deadlines, adherence and stepped process (Fiscal year end annual calendar)
• Maintain division annual election calendar and partner with office leadership to ensure all deadlines are met
• Draft and manage annual division calendar
• Responsible for company technology platform adherence by conducting monthly audits on division requirements in use at the time, currently Text Trusty, Vantaca Usage, time track, phone/call log, Board member terms and conducting audits through Vantaca IQ and PowerBI
• Maintain client loss audits and brining challenges, leading opportunities and improvement needs to attention of local and executive leadership
• Partner with all division and office leadership on all division audit and compliance platforms resulting in each office maintaining deliverable requirements
• Holds recurring touch base meetings with team members to oversee work product and client concerns, and dialogue regarding performance and employee needs
• Assists in creation of Division templates and standards for team members
• Act as a conduit to bring operational concerns and issues from the team to the Division Leadership
• Interview new team AE members in partnership with the Division Executive Leadership
• Coach and train new team members in accordance with Division and Department policies and procedures; complete and/or oversee all onboarding requirements
• Supervise AE team to verify appropriate client expectations are set/met to ensure client satisfaction and effective management results
• Ensure AE team retention through mentoring, encouragement, and positive relationship building
• Collaborate with DIVISION EXECUTIVE LEADERSHIP (and other leaders) to coordinate team building efforts, implement new initiatives, and program improvements
• Respond to client concerns and issues of client satisfaction; bring items of concern to the attention of the DIVISION EXECUTIVE LEADERSHIP
• Ensure overall quality of service for both external and internal deliverables
• Ensure continuous service to both internal and external customers in the absences of administrative team members
• Observe AE staff performance; subsequently coach/counsel for improved performance as necessary
• Provide performance assessment of AE team members in preparation for their annual performance reviews with the DIVISION EXECUTIVE LEADERSHIP; obtain feedback with critical path partners such as Regional Managers and Community Association Managers
• Monitor attendance and schedules of your team to ensure appropriate and adequate operating level.
• Lead team meetings with your staff to ensure department is updated on current practices
• Act as a conduit to bring operational concerns and issues from the team to the DIVISION EXECUTIVE LEADERSHIP
• Act as the Division Trusted Partners Ambassador, including maintaining vendor relationships, coordinating events, managing marketing needs, and organizing necessary records
• Assist with specific duties including, but not limited to: training, assistance with initiatives, and other special projects as determined by DIVISION
  
  

EXECUTIVE LEADERSHIP

• Be prepared to present at regional leadership meetings on current operational and audit trends and action requirements
  
  

Qualifications

• High School Diploma (or equivalent)
• At least (5) years of experience as a Community Manager handling the duties and responsibilities specified above
• May require industry certifications or licensing (state dependent)
• Solid knowledge of Microsoft Outlook, Excel, and Word
• Strong leadership abilities and comfort with public speaking (small and large groups)
• Ability to meet deadlines and address time-sensitive issues
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Work independently, with little oversight, and with accountability to Division Leadership for the end result achieved
• Demonstrate a positive attitude and ownership mentality; we believe each employee can build his/her own future
• Strong ability to problem solve and utilize resources to bring solutions to client challenges
• Strong written and verbal communication skills
• Ability to delegate to internal support team members, while maintaining accountability for the end result
• Ability to provide conflict resolution to personality challenges that may arise with Board members or homeowners in a calm manner
• Ability to motivate, coach, and ensure accountability for the AE team.
  
  

Special Position Requirements

• Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings
• Must have and maintain a valid driver’s license and vehicle insurance in compliance with Company policy
• Must be able to drive in the dark if required
  
  

Essential Functions

• Use standard office equipment, including: computer, multiple web-based applications, smartphone, tablet, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite locations
  
  

SUPERVISES OTHERS? IF SO, LIST:

• Remote Team Members (AEs)
  
  

Schedule & Travel

• Monday-Friday from approx. 8:00 am-5:00 pm
• This position may require occasional long hours to meet business needs (including weekends)
  
  

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at an