Community Operations Administrator

Reports To: General Manager

Classification: Full-Time, Exempt

Work Schedule: Monday–Friday, 9:00 AM – 5:00 PM. Additional hours may be required.

Application Instructions: Interested candidates should submit a cover letter and resume to generalmanager@lwva.org

Community Background

Lansdowne Woods of Virginia Community Association, LLC (LWVA) serves as the master association for six independently operated condominium associations. LWVA is a vibrant, active adult (55 ) community governed by an 11-member Board, with representatives appointed by each condominium association.

LWVA manages and maintains a 45-acre campus, including a 48,000-square-foot clubhouse offering a wide range of amenities: fitness classes; a state-of-the-art gym; indoor pool, hot tub, and sauna; massage room; table tennis; billiards; tennis, pickleball and bocce courts; a restaurant and bar; and a hair and nail salon. The Association also oversees roads, parking areas, pathways, lawns, gardens, and other shared structures and amenities. Its primary role is the operation and oversight of common amenities for the benefit of all residents.

Primary Purpose

The Community Operations Administrator provides comprehensive administrative and operational support to the General Manager and serves as a central coordination point for resident services, grounds and landscaping operations, vendor and contractor compliance, resale documentation, insurance claim support, and project coordination in collaboration with the Chief Engineer.

Position Level & Compensation

This position is administrative and operational in nature and does not include executive decision-making authority, staff supervision, personnel management, or independent budget authority. The Community Operations Administrator exercises independent judgment and discretion in carrying out assigned responsibilities and is classified as an exempt, salaried position in accordance with applicable wage and hour laws.

The position offers an annual salary of $65,000 to $80,000, commensurate with the candidate’s experience, qualifications, and professional certifications.

Qualifications

The ideal candidate will hold a CMCA (Certified Manager of Community Associations) designation and possess a strong working knowledge of operations, governing documents, and best practices for common interest communities.

The successful candidate will be highly detail-oriented, organized, and capable of tracking multiple deadlines and priorities in a fast-paced environment. Strong written and verbal communication skills, professionalism, discretion in handling sensitive information, and the ability to collaborate effectively with management, engineers, vendors, and residents are essential.

Core Responsibilities

Administrative & General Office Support

• Provide high-level administrative and operational support to the General Manager
• Maintain Association records, governing documents, and electronic and physical filing systems
• Draft, proofread, and distribute professional correspondence, notices, reports, and community communications
• Track action items, deadlines, and follow-ups to ensure timely completion
• Provide front desk/reception coverage as needed
• Ensure operational continuity during the General Manager’s absence
• Handle confidential information with discretion and professionalism
• Perform other duties necessary to support effective Association operations

Resident Services

• Serve as the primary point of contact for resident inquiries and concerns
• Respond to and triage resident issues, escalating matters to the General Manager as appropriate
• Log, track, and route maintenance and service requests to ensure timely follow-up

Grounds & Landscaping Coordination

• Serve as the primary point of contact for all grounds and landscaping matters
• Provide day-to-day direction to the groundskeeper
• Receive, track, and monitor landscaping-related reports and service requests
• Coordinate vendor scheduling, site access, and work completion
• Conduct routine visual inspections of common-area grounds
• Identify and escalate performance or service concerns to the General Manager

Vendor & Contractor Compliance

• Serve as liaison between the Association and vendors and contractors
• Maintain complete and current vendor compliance files
• Track licenses, insurance certificates, contracts, W-9s, and renewal deadlines
• Monitor compliance with Association access, safety, and conduct requirements
• Assist with procurement and contract coordination in collaboration with the General Manager and Chief Engineer

Insurance Claims Support

• Assist with administration of master insurance policy claims
• Coordinate documentation, communications, and claim timelines
• Maintain organized claim files and support follow-up activities

Resale Certificate Administration

• Prepare resale certificates and disclosure packages in compliance with state law and governing documents
• Track requests, statutory deadlines, and document delivery
• Coordinate with management and accounting to compile required materials
• Maintain records of issued resale documentation

Board, Committee & Meeting Support

• Assist with preparation and distribution of Board and committee materials
• Attend meetings during regular business hours as requested
• Record meeting minutes when assigned
• Track and distribute Board-approved actions and decisions

Project Coordination & Engineering Support

• Collaborate with the Chief Engineer on maintenance, repair, and capital projects
• Assist with project coordination, scheduling, documentation, and communication
• Track project timelines, milestones, and status updates
• Support site visits, inspections, and vendor access

Proposal Research & Support

• Research vendors and service providers
• Request, organize, and compare proposals and bids
• Prepare summary comparisons and supporting documentation
• Maintain proposal and bid records for management and Board reference

Physical Requirements

• Ability to sit for extended periods and regularly use a computer
• Ability to stand, walk, and occasionally lift up to 25 pounds
• Ability to work outdoors periodically and be exposed to varying weather conditions

Experience & Skills

• CMCA designation required
• Minimum of five (5) years of relevant administrative or community association experience
• Demonstrated knowledge of community association operations and governing documents
• Proficiency in Microsoft Office; experience with association management software preferred
• Strong time management, organizational, and multitasking skills
• Excellent attention to detail and problem-solving abilities
• Exceptional written and verbal communication skills
• Ability to work independently and collaboratively in a team environment
• Professional, dependable, and reliable with sound judgment

Education & Employment Requirements

• High school diploma or equivalent required; post-secondary education preferred
• Successful completion of background check and drug screening

Equal Opportunity Employer: Lansdowne Woods of Virginia Community Association, LLC does not make employment decisions based on any protected characteristic. Protected characteristics include, but are not limited to, race, color, national origin, religion, sex, sexual orientation, gender identity, age, pregnancy, disability, genetic information, marital status, or veteran status.