Portfolio Manager

2 weeks ago

Spokane Valley, United States Sentry Management Full time
Job DescriptionJob Description

Sentry Management, a leader in the HOA industry, has an exciting opportunity for a Portfolio Manager in our Spokane, Washington division office.

The Portfolio Manager (PM) is responsible for the day-to-day facilities maintenance of the associations they manage. The PM is responsible for coordinating with the corporate office departments of Accounting and Support Services in order to respond to the requirements of the association board of directors and the needs of each individual community. The PM is expected to embrace the honor to serve our communities, as well as demonstrate kindness, professionalism, and timely resolution in every interaction. They will also abide by the Sentry Promises made to our board members, homeowners, and fellow employees.

ADMINISTRATIVE RESPONSIBILITIES

  • Maintain an organized filing methodology
  • Serve as liaison between association boards and legal counsel regarding covenant violations
  • Prepare manager reports and financial summaries to boards on a monthly basis
  • Manage the onboarding and exits of associations
  • Respond to requests, emails, and calls in a reasonable amount of time
  • Provide written reports to boards regarding site visits
  • Coordinate with Collections Department to ensure effective assessment collection and follow the Collection Policy adopted by the Board
  • Review late notices and A/R reports with regard to ongoing delinquencies

CUSTOMER SERVICE RESPONSIBILITIES

  • Document, submit, and coordinate insurance claims on associations’ behalf
  • Identify physical assets associations are maintaining
  • Identify and record violations of association governing documents
  • Assist in the implementation of enforcement policies as directed by the board
  • Develop and implement maintenance, repair, and replacement programs approved by board
  • Project coordination
  • Assist the board in developing rules and regulations
  • Sustain maximum client satisfaction
  • Serve as a helpful expert in exceeding customer expectations on a regular basis
  • Support management team in delivering the cadence of communication

COMMUNITY MANAGEMENT RESPONSIBILITIES

  • Assist with preparation of and participate in annual and general meetings, including mailings and notices
  • Assist in performing property visits
  • 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
  • Recommend risk management and insurance professionals to boards
  • Manage maintenance request from homeowners and board
  • 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
  • Provide board and homeowner training on CommunityPro®

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

Personal Motivation

  • Commitment- Demonstrates commitment to perform above and beyond the essential functions of the job
  • Self-starter who exhibits initiative and internal motivation to achieve goals, including those beyond standard expectations
  • Teamwork - Ability to work well in a team environment, always willing to assist other employees
  • Integrity - Maintains social, ethical, and organizational norms
  • Enthusiasm - Demonstrates an open mind and positive attitude, while interacting with others in a positive way. Displays genuine interest, excitement, and eagerness toward job, company, employees, and customers
  • Sensitivity - Takes into consideration the feelings and needs of others in plans and actions

Managerial Skills

  • Conduct - Demonstrate high integrity, honesty, leadership, trustworthiness, goal-oriented, and deadline conscious. Affects change, when necessary, in collaboration with the Associations 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

ADDITIONAL REQUIREMENTS

  • Must be licensed
  • 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

BENEFITS AND COMPENSATION

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

Sentry Management, Inc. is an equal opportunity employer


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