Do your strata levies include therapy for the building rep? 
I’m in a bigger block, so we have on site security/building management for most issues raised by residents. The strata manager handles a deal of owner issues via email/phone as the first point of contact for owners. We have a logbook on the front desk where people can document issues that the building manager can action the following day.That log gets reviewed monthly to make sure there’s nothing that needs to go into the budget/requires more attention. e.g. 10 complaints saying a BBQ isn’t working means it probably needs to be replaced.
A generic email account, separate from personal email so that the password can be handed over should the person doing the work change + a log book of some kind might work out ok in your situation. Generic email accounts can also be shared should your building rep. ever need a holiday/or someone else is kind enough to volunteer to share the load. I’d also suggest the building rep. lay down some ground rules on how/when they can be contacted. Another idea is a mobile phone specifically for the role, paid for by the OC. The phone can be handed around/diverted if needs be.
I’m mytwitface averse, not sure I’d like our building’s dirty laundry handed over to companies which exist to mine data.