Job Title: Business Office Manager 

Department: Welcome Center

Reports To: Board of Directors

 

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.

 

·       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

 

·       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

 

·       Oversee billing and collection of member assessments

·       Manage delinquency processes in coordination with legal counsel

·       Ensure accurate recordkeeping of member accounts

 

·       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

 

·       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

 

·       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

 

·       Bachelor’s degree in Finance, Accounting, Business Administration, or related field (required) or equivalent experience

·       Minimum of 3–5 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

 

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.