DIRECTOR OF OPERATIONS

JOB DESCRIPTION

Position Title :

Director of Operations

Department

Administration

Employment Status : Full-Time

Reports To : General Manager

FLSA Status

Exempt

Pay Range

80,000 - $100,000 annually

Schedule

Flexible (Monday - Friday)

Location

On-site / Hybrid

Supervise Employees :

On-site; Hybrid

Effective Date : 20 January 2025

Position Summary

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.

Essential Functions and Responsibilities

• 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.

Attributes and Abilities

Education, Experience, and Skills

Physical Demands and Work Environment

OFFICE

2130 Heritage Loop Road, Paso Robles, CA 93446

Limitations and Disclaimer

This job description describes the essential functions, general duties and responsibilities, physical requirements, and PPE associated with the position; it is not an exhaustive list of all duties, responsibilities, or skills required for the position. Requirements are representative of minimum levels of knowledge, skills, and abilities.

The essential functions, general duties and responsibilities, and physical requirements associated with the position are subject to modification to reasonably accommodate individuals with disabilities. Some physical requirements may exclude individuals who pose a risk to the health or safety of themselves or others.

This job description neither states nor implies that the listed essential functions, general duties and responsibilities, and physical requirements associated with the position are the only tasks expected of an employee. An employee is also required to follow any other job-related instructions and perform any other job-related tasks requested by their supervisor and not in violation of any applicable laws, regulations, or rules.

To perform this job successfully an employee must possess the abilities and aptitudes to perform each duty, responsibility, and physical requirement proficiently.

This job description in no way creates a guarantee or contract for employment,

and in no way alters the "at-will" employment relationship with the Heritage Ranch Association.

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.

Salary : $80,000 - $100,000