Sentry Management, Inc. is seeking a Community Representative to work closely with the Community Association Managers on the day to day activities of managing Associations. This position will be mostly remote but the incumbent needs to reside in the Norfolk Area.

The Community Representative II is responsible for providing administrative and community management support for all division community managers and the division as a whole. This position is intended to be a training position for individuals preparing to move into the role of a Community Manager. Duties may vary from accounting, customer service, general office work, and administration of internal office processes to attending board meetings and providing support to communities as directed.

ADMINISTRATIVE RESPONSIBILITIES:

• Assist and support Community Managers as required.
• Create, maintain, and enter information into databases.

• Respond to requests, emails, and calls in a reasonable amount of time
• Provide written reports regarding site visits and other community items
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

• Complete forms in accordance with company procedures.
• Prepare conference or meeting materials, such as flyers or agendas.
• Provide services to customers, such as order placement or account information.
• Manage projects or contribute to committee or teamwork.

• Support management team with sending weekly manager reports and work orders
• Upload and maintain community files in in CommunityPro®; verify all profiles are accurate and current
• Assist in account setups and onboarding
• Track vendor insurance and W9s
• All other duties as assigned

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
• Manages the scanning process of invoices into the Accounts Payable system for ensuring data entry and Manager review, COA assignment, and approval
• Serves as a Helpful Expert in exceeding customer expectations on a regular basis

• Coordinate with CAMs on association duties requiring assistance such as delinquencies, violations, collections, communications, and other duties
• Support management team in delivering the cadence of communication

COMMUNITY MANAGEMENT RESPONSIBILITIES (as assigned)

• Assist with preparation of and participate in annual and general meetings, including mailings and notices
• Assist in performing property visits
• Support in managing homeowner calls and requests
• Manage vendor proposals, contracts review and renewal, and prepare bid comparisons as required
• Manage architectural requests and approvals
• Maintain and understand all documents, Rules and Regulations, and conduct legal research as needed
• Coordinate with other employees such as janitorial, maintenance, administrative, and others
• Answer routine questions from and troubleshoot issues with owners, tenants, guests, staff, and vendors along with assigned CAM
• Disseminate communications information
• Assist in the completion and distribution of violation letters

• Identify and record violations of association governing documents
• Manage maintenance request from homeowners and board
• Sustain maximum client satisfaction

• Complete and update guest forms, registrations, and access information
• Collect all invoices and code for payment, and follow-up on monthly assessments due

• Attend Board meetings, take notes and prepare meeting minutes for Board review and approval and record in CommunityPro®; provide to division leader as required
• Review late notices and A/R reports with regard to ongoing delinquencies
• Provide board and homeowner training on CommunityPro®

ADDITIONAL REQUIREMENTS

• Licensed to operate a motor vehicle with a clean driving record
• Ability to sit or stand for long periods of time
• Ability to operate a personal computer and basic office equipment

Sentry Management, Inc. is an equal opportunity employer