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POSITION: Operations Administrative Manager

DEPARTMENT: Operations

REPORTS TO: Executive Director of Equestrian Operations

FLSA STATUS: Exempt

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.

+ 3–5 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.

Note

The essential responsibilities of this position are described above. They may be subject to change at any time due to reasonable accommodation or other reasons. This document in no way implies that these are the only duties to be performed by the employee in this position.

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.