Operations Coordinator

The Management Trust
Position Title: Administrative Operations Coordinator
Location: Denver, CO (In-Office, Monday-Friday)
Reporting To: Division Executive Vice President
Status: Non-Exempt, Full-Time
Salary: $30.00 - $35.00/Hourly DOE

COMPANY PROFILE:

Public Alliance is a division of The Management Trust and is a community association, special district 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, Public Alliance division

EMPLOYEE OWNER POSITION PURPOSE:

The Administrative Operations Coordinator plays a critical role supporting our district managers, administration team, and our entire staff. This position is responsible for managing a complex board meeting calendar and providing high-level administrative and reporting support to help us serve Colorado’s special districts.

This role is ideal for a technology-oriented professional who values accuracy, consistency, and proactive problem solving while serving as the quality control checkpoint for internal administrative processes.

KEY RESPONSIBILITIES:

• Coordinate a busy board meeting calendar, including creation of meeting invitations, rescheduling, updates, and meeting logistics across multiple District Managers and client districts. Verify meeting attendance by required participants.


• Create, schedule, and administer Zoom meetings and webinars for board meetings, including invitations, careful meeting link management, and all virtual meeting settings such as waiting rooms, polling, recordings, and security settings.


• Answer incoming telephone calls, routing inquiries and forwarding calls to the appropriate staff member.


• Serve as the first point of contact for visitors, vendors, clients, and general inquiries.


• Manage incoming and outgoing mail, packages, office supplies, and vendor relationships.


• Post documents to district websites.


• Prepare professional correspondence, reports, and proposal documents.


• Maintain organized electronic filing systems, company templates, and administrative records.


• Assist with administration of the company's client invoicing system, including invoice preparation, review, distribution, and related administrative support.


• Coordinate company meetings, lunches, travel arrangements, and other administrative logistics.


• Track priorities, deadlines, and special projects to ensure timely completion.


• Support District Managers with administrative projects as needed


• Identify opportunities to improve administrative processes and operational efficiency.

REQUIRED QUALIFICATIONS:

• 3+ years of progressively responsible administrative, executive support, or operations coordination experience.


• Expert-level proficiency with Microsoft Outlook, including complex calendar management.


• Extensive experience administering Zoom meetings and webinars.


• Advanced proficiency with Microsoft Word and Excel.


• Excellent written communication skills and meticulous attention to detail.


• Ability to manage multiple priorities, work independently, and consistently meet deadlines.


• Notary Public, or the ability to obtain a Colorado Notary commission shortly after hire.

PREFERRED QUALIFICATIONS:

• Experience supporting boards, public agencies, special districts, or similar organizations.


• Experience with legal, compliance, or governance-related work.

 WHAT WE ARE LOOKING FOR:

The ideal candidate is the person everyone relies on because they are always one step ahead. They naturally build systems, use checklists, anticipate problems before they occur, and take pride in getting the details right the first time. They are calm under pressure, highly organized, and committed to delivering exceptional administrative support that allows our team to focus on serving clients.

This role is best suited for someone who enjoys building efficient processes, embraces technology, learns new systems quickly, and takes ownership of their work. Accuracy, follow-through, reliability, and professionalism are essential. Because this is a public-facing position, the successful candidate is confident, approachable, and comfortable interacting professionally with residents, board members, vendors, and clients both in person and by phone.

WORK SCHEDULE:

• In-office position based in the Denver office, Monday-Friday.

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.