Office Manager

General Responsibilities

General Responsibilities:

· Performs bookkeeping functions: recording invoices into accounts receivable, accounts payable, and for the preparation of financial statements. Software programs currently being used are Buildium and Doorking.

· Maintains a database of resident information using HOA software (Buildium) and tracks ownership and other vital information for performing the association's business.

· Assists with coordination community-related meetings, including Board of Directors and Annual Members Meetings, and committee meetings, as needed, and may include attendance at some meetings, and preparation of related and/or required meeting notices and drafting meeting minutes.

· Acts as a liaison between the homeowners and the Board of Directors, problem solving whenever possible to ease the workload of the all-volunteer Board. Maintaining positive communication and an open line of communication between all parties.

· Assists the Board of Directors in scheduling common area maintenance.

· Prepares association correspondence and certificates in support of property sales.

· Assists with various forms of communication to owners, including e-blasts, emails, letters and provides a welcome packet which includes governing documents, checklist information, and login access links for new residents.

· Works with the treasurer and assists with preparing financial documents for the annual audit.

· Answers phones, monitors messages and correspondence by mail and email. Serves as the first contact point for most persons having business with the association.

· Maintains and updates a calendar of events in a timely fashion which should include Clubhouse rentals, HOA business meetings, and social events to avoid scheduling conflicts. The office manager coordinates the agreement, collects the deposit and fee, and schedules before and after cleaning of the Clubhouse.

· Maintains accurate records and files, to include proper document retention period as required.

· Works with the Controlled Access Chair on issuing remote access decals to residents, activating those decals in Doorking.

· Assist in issuing parking decals and keeping an Excel spreadsheet of permits issued.

Experience

• Administrative experience: 1 year (Required)
• Microsoft Office: 1 year (Preferred)
• Bilingual: Spanish (Preferred)

About Us

Established in 1973, Mission Trace was the first Planned Unit Development in San Antonio, officially opening January 19, 1974. Mission Trace is a homeowners association community of 260 privately owned homes, grouped in clusters, leaving approximately half of the total community available as open and natural spaces for the enjoyment of all residents.

Mission Trace is a beautiful community designed with homeowner privacy and enjoyment in mind, offering tennis courts, swimming pools, a clubhouse, walking trails, private streets, off-street parking, useable recreational areas and conservation of the natural environment. Plus, homeowners enjoy added peace of mind with 24-hours a day, 7-days a week security guard.

Mission Trace Homeowners Association is self-managed by an all-volunteer, nine member board of directors.

Mission Trace is a not-for-profit Homeowners Association with an all-volunteer nine-member Board of Directors.

The HOA Office Manager must understand the importance of providing outstanding customer service and be able to interact effectively with homeowners. The HOA Office Manager must have detailed knowledge of Mission Trace governing documents. This position reports directly to the Administrative Chair, one of the officers (president, vice president, secretary or treasurer) but assists the elected board of nine directors with some duties. The HOA Office Manager performs administrative duties, as needed, in support of the association's mission to maintain and preserve residences, lots and common areas.

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule

Language:

• Spanish (Preferred)

Work Location: Hybrid remote in San Antonio, TX 78230