Operations Administrative Manager

Operations Administrative Manager

Department: Operations

Reports To: Executive Director of Equestrian Operations

FLSA Status: Exempt

Location: On-Site (LA Equestrian Center)

Essential Duties and Responsibilities

Boarding Operations & Client Management

• Maintain all boarding contracts, insurance documentation, and trainer counts.
• Manage incoming and outgoing horses in collaboration with the Stabling Manager ensuring proper paperwork is completed at each stage.
• Track ride-ons and trailer storage accurately at all times.
• Oversee barn charts and vacancies for accurate allocations.
• Track horse movement and enforce boarder policies as outlined in agreements.

Billing & Financial Coordination

• Assist with monthly billing in coordination with the Finance Department using AppFolio.
• Assist with board collections and eviction processes in coordination with leadership and finance.
• Track and reconcile boarder ledger charges, including maintenance requests and service add-ons.
• Generate and deliver cost estimates to boarders for requested maintenance work prior to execution.
• Use Clover point-of-sale system to collect payment for items such as shavings and feed.
• Submit and process a high volume of invoices daily with appropriate delivery documentation.
• Support Accounts Payable functions and ensure compliance with financial procedures.
• Perform monthly credit card reconciliations.

Maintenance & Permit Oversight

• Collect and coordinate quotes from outside vendors for ongoing and future projects.
• Coordinate all maintenance work orders and boarder notifications in partnership with the Stabling Manager.
• Track maintenance costs and allocations by boarder or department.
• Submit and monitor facility permits, including fuel, composting, and animal services.
• Schedule and maintain annual inspections and certifications for AEDs, fire extinguishers, sprinklers, and vector control.
• Serve as primary liaison between internal departments and Operations to manage cross-departmental maintenance needs.

Safety & Emergency Planning

• Assist in emergency preparedness, planning, and management, including evacuation protocols.
• Maintain internal documentation to support proactive safety procedures and assist in real-time response during emergencies.

Vendor & Inventory Management

• Maintain strong vendor relationships and ensure timely procurement of supplies and services.
• Assist with inventory tracking of essential materials such as shavings and alfalfa cubes.

Special Events Coordination

• Act as the point of contact for special and private events impacting the equestrian side of the property.
• Use TripleSeat daily to communicate with the Private Events team and keep Operations staff informed of event logistics.
• Support operational needs of private events and ensure clear and timely communication with boarders and trainers regarding upcoming activity.

Education and/or Experience

• Bachelor's degree in accounting, business, agriculture, equine science, or a related field preferred.
• 35 years of experience in operations, administration, or property management, preferably in an equestrian or multi-use venue setting.
• Strong understanding of equestrian facility operations and client service.

Skills and Abilities

• Excellent communication, organizational, and time-management skills.
• Proficient in software platforms including AppFolio, Microsoft Office, and event management systems like TripleSeat.
• Ability to collaborate effectively with cross-functional teams and external partners.
• Strong attention to detail in billing, documentation, and recordkeeping.
• Ability to work in a fast-paced, dynamic environment with shifting priorities.

Base Salary: $70,304 - $75,000 per year, depending on experience.

Benefits package includes: medical, dental, vision, life and disability insurance, paid vacation, and 401(k) plan.