Administrative Manager

Overview

We are seeking an experienced Administrative Manager for Smith Ranch Homes Homeowners’ Association. This position is responsible for overseeing the organization’s administrative and governance functions. This role plays a key part in ensuring community-wide compliance with rules and regulations while providing strategic operational support to the General Manager. The position requires deep knowledge in the administrative functions of a non-profit organization including financial reporting, budgeting, and information technology to help ensure the Association’s operational success, long-term sustainability, and overall financial health.

Core responsibilities include maintaining accurate Association records, developing and managing budgets, ensuring regulatory compliance, and overseeing business systems and processes. This is an outstanding opportunity to contribute to a highly respected and well-established community with a professional, collaborative, and collegial culture in a beautiful Marin County setting.

• Supervises the daily operations of the Administration Department
• Oversees the Patrol Services contract, valet and driver programs
• Develops and maintains systems to implement and enforce Association rules and governing documents
• Stays current on California, federal statutes, and case law affecting community management
• Assists with planning and implementation of special projects or administrative initiatives
• Collaborates with department managers to ensure alignment with association goals and objectives
• Participates in the Leadership Safety Program; delivers departmental safety training and ensures ongoing compliance

• Oversees the effective use of information systems by staff and residents, including hardware, software, telecommunications, and customer relationship systems
• Manages the implementation and operation of efficient, cost effective, technology-based information flows, including coordinating timely implementation of software updates and upgrades
• Partners with vendors, committees, and consultants to ensure secure and reliable IT systems, including telecommunications and the resident portal

• Collaborates with the General Manager and Finance Manager to prepare the annual budget
• Participates in preparing the Major Repairs and Replacement Reserve Study

• Partners with the General Manager and Board of Directors to align financial planning with strategic goals
• Provides strategic and regulatory advice to the General Manager regarding policies, procedures, and compliance matters
• Recommends investment strategies, cost-saving initiatives, and ancillary revenue opportunities
• Conducts cost-benefit analyses for major projects and improvements

• Serves as staff liaison to support Association committees; supports compliance with governing documents and applicable laws
• Ensures effective communication and coordination between Association committees and management
• Assists with the preparation and distribution of Board packets and agendas; maintains official records and ensures accurate recording of Board meeting minutes

• Manages staff in the Administration, HR, and IT functions; provides ongoing leadership and guidance to the employees

• Bachelor’s degree in administration, business, or related field
• Minimum of 3-5 years’ experience in administration or in a similar role, including at least 2-3 years in a supervisory or leadership role
• Proven experience with budget preparation, managing annual budgets, financial reporting, and reserve studies
• Proficiency in CRM software including financial and administrative technology
• Experience working within homeowners’ associations, non-profits, or similarly structured organizations
• In-depth knowledge of California HOA laws, regulations, and governance structures highly desired
• Demonstrated success in managing teams and fostering collaborative work environments
• Ability to exercise exemplary discretion in handling confidential and sensitive information
• Capable of presenting financial and operational information clearly to…