Administrative Manager

LAKE OF THE PINES ASSOCIATION•Auburn, CA

13d•$84,000 - $99,800•Onsite

About The Position

Lake of the Pines Association (LOPA) is seeking an Administrative Manager to join their Executive Management Team. This senior role reports to the General Manager and oversees the Administration, Environmental Control, and Recreation Departments. The Administrative Manager acts as a primary liaison to the Board of Directors, managing board elections, member meetings, and membership communications. A strong understanding of association governing documents and the Davis-Stirling Act is crucial. LOPA is a 60-year-old gated community with 2,000 homes, situated around a 232-acre lake in the Sierra Nevada foothills, offering numerous amenities and a diverse community. This is a full-time, Exempt position with a competitive salary and benefits package. Responsibilities include managing administrative services, IT, communications, recreation, and compliance with CC&Rs and Environmental Standards. The role involves building relationships with residents, staff, and the Board, and representing the Association with professionalism and integrity.

Requirements

Bachelor’s degree from a four-year college or university in business administration, public administration, management, or a related field preferred.
Minimum of seven years of related experience and training, including leadership and team management.
Significant management and leadership experience, preferably in a complex, service-oriented organization.
Proven ability to lead and develop teams, manage multiple departments and priorities, and achieve organizational results.
Strong operational, organizational, communication, facilitation, and problem-solving skills.
Demonstrated ability to work effectively with a Board of Directors, committees, staff, residents, vendors, and professional advisors.
High level of technological proficiency and ability to quickly learn and adapt to new systems and software.
Applications received without a Cover letter and Resume will not be considered.
Employment section and specifics therein must be completed even though a resume is included.

Nice To Haves

Experience with governance, regulatory compliance, risk management, or insurance administration preferred.
Knowledge of California common-interest development and the Davis-Stirling Act preferred.

Responsibilities

Provide direct management and general oversight of administrative services to member-owners, including amenity fees and usage, IT, communications, recreation services, and compliance with CC&Rs and Environmental Standards.
Have direct and full responsibility for the Administration, Environmental Control, and Recreation Departments and their staff.
Build effective relationships with residents, guests, staff, Department Leaders, the Board of Directors, Committees, and other contributors to the success of Lake of the Pines.
Represent the Association with professionalism, integrity, sound judgment, and consistent follow-through.
Provide effective leadership and operational management focused on vision, continuous improvement, prudent risk-taking, and organizational success.
Use an inclusive, participatory approach while providing clear direction, establishing goals and timelines, and holding staff accountable for performance.
Balance hands-on management with appropriate delegation, coaching, mentoring, and professional development.
Oversee departmental budgets, including planning, monitoring expenditures, managing within approved budgets, and identifying variances or financial concerns.
Demonstrate strong operational knowledge, a proven record of achieving goals, and a positive, solutions-oriented approach.
Foster a positive, engaging, and competent service culture while remaining responsive, calm, and constructive when addressing challenges.
Take the predominant role in preparing, planning, and recording monthly Board executive sessions and open meetings, as well as the Annual Member Meeting and Annual Board Orientation.
Maintain accurate records and proper publication of Board actions and follow up on implementation.
Maintain documentation of communications between legal counsel and management, including the Board, and communicate with legal counsel in the General Manager’s absence, as needed.
Manage the election process from candidate recruitment through announcement of the ballot count, including election coordination and ballot management.
Ensure adherence to the Association’s CC&Rs, Bylaws, and applicable California laws and regulations.
Understand and apply the California Civil Code, particularly the Davis-Stirling Act, as it relates to the day-to-day operations and governance of planned communities.
Read, interpret, and apply applicable statutes, regulations, and governing requirements.
Coordinate and manage the Association’s annual renewal of its multiple insurance policies and coverages, including required information, broker and carrier coordination, renewal requirements, and timely completion.
Maintain accurate insurance records and communicate renewal status and material coverage matters to the General Manager, Executive Team, and Board, as appropriate.
Coordinate membership notification of committee meetings and distribution of committee minutes in coordination with Administration.
Organize the Annual Committee Appreciation event with the Food & Beverage Manager.
Build positive relationships with residents, guests, and Committee members through warmth, sincerity, empathy, and genuine care.
Be an approachable, diplomatic listener and facilitator who can create a calm, constructive environment and communicate difficult decisions respectfully.
Oversee daily and weekly membership e-blasts, the monthly newspaper, and communications displayed on digital monitors.
Manage the official LOP Facebook page and maintain the Association’s Instagram page.
Ensure clear, professional, and appropriate communication across Association platforms and effectively represent the Association through strong verbal, written, and interpersonal communication.
Provide limited oversight of the Association’s basic IT support needs, including staff logins/passwords and questions about online business tools.
Coordinate assigned IT projects and ensure appropriate follow-through.
Oversee the Association’s business online tool subscriptions.