Administrator to Community Operations & Security

Job Summary
The Community Operations Administrator serves as the principal operational support to the Director of Community Operations & Security and plays a key role in the administration of community operations, resident services, security programs, and capital improvement initiatives throughout DC Ranch.

This position is responsible for coordinating department programs, monitoring operational performance, supporting security and access-control systems, administering resident service initiatives, and ensuring timely execution of community projects and operational priorities.

The Community Operations Administrator serves as a primary liaison between residents, Community Patrol, contractors, committees, and Ranch Office staff and helps ensure consistent service delivery across all Community Operations & Security functions.

The position requires exceptional organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a dynamic environment. The Community Operations Administrator may serve as the department representative in meetings and operational matters when delegated by the Director.

Responsibilities

Community Operations Administration

• Support the Director in the administration of Community Operations & Security programs and initiatives.
• Coordinate department activities, schedules, action items, and follow-up tasks.
• Develop and maintain operational dashboards, performance metrics, reports, and presentations.
• Prepare Board, committee, and executive reporting materials.
• Track departmental budgets, invoices, contracts, and procurement activities.
• Maintain departmental records and documentation in accordance with record retention requirements.

Resident Services & Community Programs

• Serve as a senior point of contact for resident inquiries, service requests, and issue resolution.
• Coordinate Neighborhood Voting Member communications, training, and support activities.
• Maintain neighborhood resident contact lists for elected community leaders, updating at least quarterly or otherwise as needed
• Administer Association election processes in accordance with governing documents and applicable policies.
• Coordinate Realtor outreach programs, open house registrations, gate access credentials, and related communications.
• Assist in organizing Association forums, safety meetings, educational programs, and resident outreach initiatives.

Community Security & Access Control Administration

• Support administration of the Community Patrol & Gate Access Program.
• Maintain Community Safety Dashboard metrics and operational reporting.
• Coordinate security incident documentation, follow-up investigations, and corrective action tracking.
• Monitor patrol vendor performance metrics and maintain service scorecards.
• Maintain patrol post orders, incident logs, and security operating procedures.
• Administer access-control systems, gate codes, transponders, vehicle registrations, and related databases.
• Support implementation and maintenance of community security technology systems.
• Administer the speed camera program, including reporting, appeals processing, maintenance coordination, and data analysis.

Capital Projects & Reserve Program Support

• Assist with planning and coordination of reserve-funded and capital improvement projects.
• Maintain project schedules, contractor documentation, warranties, permits, and project files.
• Coordinate resident notifications regarding operational projects and community impacts.
• Assist with bid solicitation, proposal evaluation, and contract administration activities.
• Monitor project milestones and provide status updates to department leadership.

Compliance & Administrative Programs

• Administer collections, fines, compliance tracking, and enforcement-related programs.
• Maintain tenant registration records, lease compliance tracking, and related databases.
• Coordinate records requests and document retrieval activities.
• Assist with insurance claim administration and incident reporting.
• Support departmental audits, policy implementation, and process improvement initiatives.

Requirements

• Bachelor's degree preferred in Business Administration, Public Administration, Community Association Management, Criminal Justice, or a related field.
• Minimum five years of progressively responsible experience in community association management, security administration, operations, project coordination, property management, or a related field.
• Experience coordinating vendors, contractors, committees, and community programs.
• Strong analytical, organizational, and project coordination skills.
• Advanced proficiency with Microsoft Office Suite.
• Experience with HOA management software, access-control systems, and database management preferred.
• Valid Arizona driver's license.

KNOWLEDGE & ABILITIES

• Exceptional customer service and relationship-building skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and follow-through.
• Ability to work independently while collaborating effectively across departments.
• Professional demeanor and commitment to service excellence.
• Ability to respond to operational issues and community incidents outside normal business hours when required.

Pay: From $61,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person