Administrative Manager

Lake of the Pines Association (LOPA) is accepting applications for the position of Administrative Manager . Reporting to the General Manager, the Administrative Manager is a key member of the Executive Management Team with direct oversight of the Administration, Environmental Control, and Recreation Departments. This senior role serves as a primary liaison to the Board of Directors, coordinates the annual Board election and Annual Member Meeting, supports Board meeting preparation and follow-up, and oversees membership communications. Strong knowledge of association governing documents and the Davis-Stirling Act is essential.

Situated around a 232-acre lake, Lake of the Pines is a 2,000-home, 60-year-old gated community in the foothills of the Sierra Nevada Mountains, approximately 46 miles northeast of Sacramento. Residents and guests enjoy scenic surroundings, abundant wildlife, extensive outdoor recreation, and a host of onsite amenities, including golf course, two restaurants, swimming pool, tennis courts, pickleball courts, and seven parks. Lake of the Pines is a multigenerational and socioeconomically diverse community.

This is a full-time, Exempt executive team position with a competitive salary commensurate with experience, plus a comprehensive benefits package including medical, dental, vision, retirement contribution, and paid time off. Salary range includes $84,000–$99,800 annually, depending on experience, education, and qualifications. A pre-employment background search is required following a conditional offer of employment. 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.

Position Overview

- 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.

Leadership/ Department Management

- 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.

Board of Directors Liaison

- 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 Managers absence, as needed.

- Manage the election process from candidate recruitment through announcement of the ballot count, including election coordination and ballot management.

Governing Documents, Laws/Regulatory Compliance

- Ensure adherence to the Associations 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.

Insurance/Risk Management

- Coordinate and manage the Associations 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.

Committee/Community Engagement

- 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.

Communications

- 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 Associations Instagram page.

- Ensure clear, professional, and appropriate communication across Association platforms and effectively represent the Association through strong verbal, written, and interpersonal communication.

Information Technology

- Provide limited oversight of the Associations 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 Associations business online tool subscriptions.

Qualifications

Qualifications:

- Bachelors 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.

- Experience with governance, regulatory compliance, risk management, or insurance administration preferred.

- Knowledge of California common-interest development and the Davis-Stirling Act preferred.