POSITION DESCRIPTION FOR: Office Manager LAST UPDATED: June 2025
REPORTS TO: Board of Directors, Breaker Point HOA SALARY POSITION: FULLTIME
ACCOUNTING & RECORDS:
Manage accounts payable and accounts receivable including all vendor invoices, homeowner dues, rental income in compliance with established rules and procedures.
Prepare monthly payroll, payroll taxes and hourly employee timesheets. Manage timely submission to payroll service.
In cooperation with 3rd party accountant and board treasurer, deliver an accurate and timely accounting close monthly and prepare financial reports
ADMINISTRATION:
Prepare Board information packets for monthly/annual meeting(s) and distribute to the Board Members and homeowners no less than 5 days prior to the meeting or as directed by Board Chairman.
Attend all Board Meetings, record and provide meeting minutes back to Board Secretary within 1 week after the meeting for proofing
Serve as a primary contact to homeowners and their guests, answering questions and concerns, escalating them to Property Manager or Board Member as appropriate.
Manage the guest suite rental reservations and accounting according to the established rules.
Oversee the guest suite and clubhouse cleaner/janitor, scheduling their time. Periodically audit the quality of their work.
Pick up mail and make bank deposits as needed but no less than 2x weekly.
Review open Service Requests at least 2 times per week, record request in appropriate log list and distribute to Property Manager and designated Board Liaison
Manage petty cash, key control system, maintain small inventory of office and cleaning supplies
In cooperation with Board Chairman and Property Manager, develop and distribute a Monthly Homeowner’s Newsletter.
In cooperation with Board Chairman and Property Manager, coordinate set up and hospitality for the annual meeting. Assist as assigned with administrative support at the Annual HOA Meeting
Assist Property Manager as requested by contacting vendor/contractors for bids, questions or scheduling.
Provide prompt communication responding to voicemail, phone calls and email within 24 hours Monday through Friday
Maintain a professional and positive relationship with all homeowners, coworkers, outside vendors and city employees.
With the assistance of Property Manager, maintain project records, permits file, contracts, vendor information and other important documents in the BPHOA Office.
Document and manage a guest log when visitors are occupying a homeowner’s unit without the owner.
Per OHA guidelines, periodically test and adjust chemicals in the pool and hot tub.
Immediately notify the Property Manager and Board Chairman of urgent or emergency situations in the clubhouse.
Work hours are 8:00 to 5:00 (40 hours week)
Open office Monday through Friday 9:00 AM to noon and 1:00PM to 5:00 PM. Lock the office during these business hours when doing errands, going to lunch or checking pool. Because we have a small staff, occasional adjustment of working hours may be needed to cover during holiday or vacation periods.
Keep the office tidy and clean. Empty trash as needed.
SKILLS NEEDED:
Demonstrated skill in basic accounting and bookkeeping skills
Capable of using MS Office suite of programs (Word, Excel, PPT) and office equipment
Certified pool and hot tub knowledge (1 day certification class to be completed. Provided by employer)
Professional demeaner and positive deportment in the execution of Office Manager role.
Ability to climb stairs. Drive your car for local errands. HOA reimbursement for personal car use is provided.