Business Office Manager

Job Description

Benefits:

Employee discounts

Health insurance

Paid time off

401(k)

Dental insurance

Vision insurance

Job Title: Business Office Manager

Department: Welcome Center

Reports To: Board of Directors

Position Summary

The Business Office Manager is responsible for overseeing the financial operations, human resources functions, administrative processes, and business office staff of the Property Owners Association. This position ensures fiscal integrity, regulatory compliance, accurate financial reporting, and efficient office operations in support of the Board of Directors and membership.

The Business Office Manager also leads payroll administration and key HR functions, including recruitment, interviewing, onboarding, and employee performance management. This role plays a critical part in safeguarding Association assets, maintaining transparency in financial matters, and supporting a productive and compliant workplace.

Core Responsibilities

Financial Management

Oversee all POA financial operations including accounts payable, accounts receivable, assessments, and payroll

Administer and ensure accuracy of payroll processing, including compliance with applicable laws and reporting requirements

Prepare monthly financial statements, balance sheets, income statements, and budget-to-actual reports

Assist in annual budget preparation and long-term financial forecasting

Maintain general ledger and ensure accuracy of all financial records

Coordinate annual audits and work directly with external auditors

Monitor cash flow and investment accounts

Ensure proper internal controls and fraud prevention safeguards

Human Resources & Talent Management

Manage full-cycle recruitment, including posting positions, sorting and reviewing applications, and coordinating pre-screening of candidates across departments

Conduct and/or coordinate interviews with hiring managers and department leaders

Oversee onboarding process for new employees, ensuring proper documentation, orientation, and training coordination

Administer employee records in compliance with confidentiality and legal requirements

Support and guide supervisors in employee performance management processes, including evaluations, disciplinary actions, and development planning

Ensure compliance with employment laws, policies, and HR best practices

Assessment & Member Account Oversight

Oversee billing and collection of member assessments

Manage delinquency processes in coordination with legal counsel

Ensure accurate recordkeeping of member accounts

Compliance & Governance Support

Ensure compliance with state laws and POA governing documents

Provide financial reports and analysis to the Board of Directors

Attend Board meetings and present financial updates

Assist with preparation of required filings and regulatory documentation

Office Administration & Leadership

Supervise business office staff and support departmental coordination

Develop and maintain internal policies, procedures, and HR practices

Oversee records management, including financial and personnel documentation

Ensure professional, responsive, and respectful service to members and staff

Coordinate cross-department administrative processes as needed

Knowledge, Skills & Abilities

Strong financial analysis and reporting skills

Knowledge of payroll administration and HR processes

High level of integrity and confidentiality with both financial and personnel information

Excellent organizational and time management skills

Ability to communicate financial and HR-related information clearly to non-technical audiences

Strong problem-solving and decision-making abilities

Ability to work collaboratively with Board members, staff, and committee chairs

Education & Qualifications (Required)

Bachelors degree in Finance, Accounting, Business Administration, or related field (required) or equivalent experience

Minimum of 35 years of progressively responsible financial management experience

Experience in HOA/POA, municipal, nonprofit, or governmental accounting preferred

Working knowledge of payroll processing and HR best practices

Strong knowledge of GAAP and fund accounting principles

Proficiency in accounting software and Microsoft Office Suite (Excel required)

Ability to interpret governing documents, bylaws, and deed restrictions

About Us:

The PROPERTY OWNERS ASSOCIATION OF HILLTOP LAKES has been serving our vibrant community in Hilltop Lakes, TX for over 30 years. Our commitment to enhancing the quality of life for our residents is what sets us apart, and our employees thrive in a supportive, collaborative environment that values teamwork and innovation.

Full-time