Office Manager

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

Summary

The Office Manager is responsible for the implementation and administration of internal office processes as required by Division Manager (DM) or Vice President (VP) 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 DM/VP. 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.
  
  

TECHNICAL SUPPORT

• Computer support
• Telephone Systems
• Office Safety and Awareness
• ADT Alarm
• Paper-lite
• Postage/Mailing Equipment
• Records Management
• Turnover Boxes – New Accounts
• Required Systems Access (CP/ADP/Concur/etc.)
  
  

PERSONAL SPECIFICATIONS

Communication Skills

• Oral Communication - Effectively expresses oneself in one-on-one and group situations and presentations
• Written Communication - Effectively expresses ideas through a variety of written communications (e-mails, reports, memos, etc.), demonstrating strong writing skills
• Listening - Demonstrates attentiveness and the ability to understand the oral communications of others through active listening skills
  
  

Managerial Skills

• Management - Possesses the necessary managerial skills to hire, terminate, and manage the activities of the office
• Conduct - Demonstrate high integrity, honesty, leadership, trustworthiness, goal-oriented, and deadline conscious. Affects change, when necessary, in collaboration with the Community Managers and Division Manager.
• Decision Making - Ability to make sound business decisions, which favorably impact customers based on logical assumptions and factual information. Doesn't procrastinate on tough decisions, especially those related to the budget and personnel issues
• Stress Management - Maintains stability of performance under pressure and/or opposition
• Policies and Procedures - Understand and implement all Corporate policies and procedures that impact job responsibility
  
  

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