Office Manager

Sentry Management, Inc. a leader in the HOA Management Community is currently seeking a Office Manager for our Alexandria division office.

SUMMARY

The Office Manager is responsible for the implementation and administration of internal office processes as required by the Division President (DP) and home office procedures. The Office Manager is a member of the local management team who directs and coordinates the daily activities of administrative staff in support of all division Community Managers and the Division President. The Office Manager maintains policies, standards, and practices both within and outside their division and ensures adherence to Sentry’s Goals, Value and Service Standard of our Foundation Principles.

ADMINISTRATIVE RESPONSIBILITIES:

• Processing association incoming payments
• Forms book support
• Reception desk
• After-hours messages
• Division office mailbox voicemail retrieval
• Receipt and distribution of incoming mail; date stamp with division stamp
• Prepare and distribute of courier/mail packages to and from home office
• Printed material inventory
• Assist community association managers
• Track the completion of client minutes, insurance, etc. and ensure they are uploaded in Community Pro® within 5 days of receipt and are filed accordingly
• Miscellaneous HR tasks such as onboarding, new hire paperwork, etc.
• Track inventory and order supplies for division as needed
• Troubleshoot computer and technology issues

CUSTOMER SERVICE RESPONSIBILITIES

• Promotes Foundation Principals at all times and maintains a positive and respectful work environment
• Approaches work daily with a positive “Can-Do” strategy.
• Ensures that all incoming telephone calls are courteously and efficiently handled and that messages are accurately documented
• Lends a helping hand to the entire team by assisting CAMs with acknowledging calls and assistance to incoming calls if appropriate.
• Ensures accurate and timely process of all new accounts and contract renewal paperwork
• Manages the scanning process of invoices into the Accounts Payable system for insuring data entry and Manager review, COA assignment and approval
• Serves as a Helpful Expert in exceeding customer expectations on a regular basis
• Processes checks as required; verifying information and checking status
• Coordinate with Community Managers to manage association turnover to ensure all info is complete and correct
• New Account Processing: establishing point of contact, collecting documents and creating/monitoring deadlines, organizes and leads transitional meetings to ensure realistic expectations from board and smooth transition.
• Miscellaneous projects and duties as assigned by Division leader or SVP.

PHYSICAL REQUIREMENTS

• Ability to sit for up to eight (8) hours per day
• Ability to operate a personal computer and basic office equipment
• Ability to talk regularly over the phone with customers and co-workers up to eight (8) hours per day
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint

BENEFITS AND COMPENSAION

• Medical, Dental and Vision
• Life and AD&D
• Short-Term and Long-Term Disability
• 401(k)
• Vacation
• Holidays (10)
• Sick/Personal Days

Sentry Management is an Equal Opportunity Employer