DIRECTOR OF OPERATIONS

Director of Operations

Administration

Full-Time

General Manager

Exempt

$80,000 - $100,000 annually

Flexible (Monday – Friday)

On-site/Hybrid

On-site; Hybrid

20 January 2025

The primary responsibilities of the Director of Operations (DO) are to support the General Manager (GM) in managing daily operations of Heritage Ranch Owners Association (HROA) and all amenities in a manner consistent with the standards set forth in Board policies, the governing documents, and other approved operational plans and procedures. These responsibilities include, but are not limited to, project management, oversight of and support for access control and privacy management services, maintenance, mussel inspection programs, and risk mitigation operations. The DO provides staff support to the GM, Board of Directors (BOD) and various committees, is part of HROA’s Executive Management Team, and acts on behalf of the General Manager in the General Manager’s absence.

• Lead and manage major projects for HROA from scope development to project completion, including acting as primary contact for engineers, consultants, and selected contractors, soliciting bids, reviewing bids and preparing comparisons, presentations to the BOD, project contract management, oversight and inspection of work sites, coordination of meetings and site walks as needed, and project close out walks.
• Use independent judgment to plan, prioritize, and organize diversified workload and recommend changes in operations policies, practices, and procedures.
• Work independently, with little oversight, and with accountability to GM, Executive Management Team, and BOD for the end result achieved.
• Guide, assist, and recommend a course of action for GM and/or Board members to conduct business using Leadership Management.
• Maintain confidentiality with legal, personnel, contractors, organizational actions and plans, and other matters deemed confidential.
• Conduct data analysis and provide/present data and reports to GM and BOD.
• Assist GM, BOD and homeowners with problem resolution and general operations support.
• Respond to resident and employee concerns and work to resolve issues in a timely manner.
• Formulate strategic and operational objectives, and assist with implementation of strategic planning.
• Document internal and external processes, Standard Operating Procedures (SOPs), including creating new documentation and editing existing documentation.
• Work directly with GM to review governing documents, policies and other community documents for updates.
• Remain aware of changes to laws and statutes that may impact or otherwise affect the association.
• Prepare regular reports for the BOD and membership on project progress, maintenance activities, access control and privacy management, and other risk mitigation and safety related matters.
• Support the success of the HROA team by actively participating in scheduled meetings, sharing best practice knowledge, collective problem solving, mentoring, and similar practices of highly engaged leaders.
• Participate in development and implementation of annual budget, and monitor expenses in areas of responsibility to protect and/or improve the fiscal health of the organization.
• In partnership with Finance Committee, Accounting Department, and GM, actively manage the association budget and related financial matters including monthly financial statement review, cash flow monitoring and management, budget variances, subsidy projections, annual audit review, and compliance with fiscal requirements dictated by the governing documents for areas of responsibility.
• Maintain current knowledge of governing documents, applicable state statutes, and local ordinances that apply to HROA.
• Manage, guide, assist, and provide direction to team of 10 in multiple areas of responsibilities.
• Coordinate with the Executive Management Team on hiring, training, and disciplinary processes and oversee actions for areas of responsibility.
• Regularly review job descriptions and recommend revisions as needed to encompass all position responsibilities for areas of responsibility.
• Provide communication and direction to employees for changes in policies, job duties, and working conditions.
• Regularly meet with direct reports to discuss performance, goals, and professional development opportunities.
• Oversee mussel program and gate operations, including review, recommendations on improvements, and implementation of changes as may be needed.
• Oversee internal maintenance operations, including review, execution, and updates of the Preventative Maintenance Plan.
• Oversee safety and security-related operations and service providers, including visitor management, access control, and community patrols as may be needed.
• Participate in BOD meetings, Town Halls, committee meetings, community events, and other meetings as requested.
• Serve as primary staff liaison to Emergency Services Committee, and Marina Committee. Attend and support other committees as may be needed from time to time.
• Oversee community risk management and mitigation efforts.
• Share after-hours emergency response duties with GM and other team leadership.
• Perform other duties, activities, or responsibilities as assigned to meet the needs of the organization.

• Must be mentally alert, and detail oriented, with good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays and remain focused.
• Excellent organizational and time management skills.
• Excellent verbal/written communication skills (in English language) with ability to effectively communicate with managers, peers, employees, owners, customers, visitors, and vendors.
• Ability to exchange and receive information through oral communication and to make discriminations in sound. Must be able to speak in a clear and understandable voice so that communication may be conducted with people of various levels of education and capabilities.
• Ability to work in a fast paced and results driven environment.
• Learn quickly, understand, and follow instructions, and adapt to new challenges and situations.
• Ability to meet all safety and physical requirements of the job.
• Must be a team player and able to cultivate a strong team environment.
• Must be tactful and able to de-escalate conflicts and resolve disputes.
• Must be able to work effectively and cheerfully under stressful conditions.
• Must have strong critical thinking and creative problem-solving skills.
• Ability to present professional appearance and behavior in accordance HROA policies.

• High School Diploma or GED equivalent. Bachelor’s degree in project management or similar preferred.
• 4 years of experience leading teams with varying responsibilities.
• 3 years of experience with common interest communities/homeowner associations or municipalities preferred
• CACM and/or CAI certifications preferred.
• Mussel Inspection Certification or ability to obtain within 6 months of hire.
• Valid Driver’s License (California or license recognized by the State of California)
• Proficiency with MS Office (Word, Excel, Outlook) and other technology.

Heritage Ranch Owners Association is an equal opportunity employer, drug free workplace, and complies with ADA regulations as applicable. We celebrate diversity and are committed to creating an inclusive environment or all employees. All qualified applicants will be considered equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.