Property and Executive Operations Manager

Rein Dance Equestrian; Delano (MN); On-site; USD 65,000 - 100,000; Full time

Job summary

Rein Dance Equestrian in Delano, MN seeks an experienced property operations lead to coordinate estates, fleets, and vendors on-site.

This role blends executive support, facilities coordination, and hands-on logistics to keep horse-related and construction projects moving while owners can focus on program and ownership decisions.

Ideal candidate has 7+ years of executive operations or rural property management, comfort working outdoors, and strong scheduling and budget-tracking skills.

Qualifications

• Seven or more years of executive operations, private estate, or rural property management experience.
• Proven ability to manage vendors, schedules, assets, budgets and multiple small commitments.
• Comfortable asking, “Which existing priority should move?” when urgent work is added.
• Strong systems instincts with calendars, spreadsheets, and task management tools.

Responsibilities

• Maintain a master list of requests, commitments, projects, deadlines and decisions.
• Assign owners, due dates and definitions of done; run weekly priority review.
• Coordinate on-site calendars, meetings, correspondence, estimates and follow-up for owners.
• Source vendors, compare proposals and track work orders through closeout.
• Ensure continuity by maintaining asset register, service calendar and vendor records.

Skills

Executive coordination

Vendor management

Scheduling

Budget tracking

On-site supervision

Driving license

Tools

Excel

Budget tracking software

Project management tools

Job description

Rein Dance is a private family equestrian and landholding operation in Delano, MN. The core property includes approximately 160 acres, a 15-stall barn, multiple structures, vehicles and agricultural equipment, and a small herd of performance, retired and legacy horses (plus a mule and two mini-donkeys). Surrounding parcels may support carefully approved landscape, conservation, garden, facility, and equestrian projects over time.

The Mission

Own the logistical and administrative backplane that keeps Rein Dance and its approved property projects moving—priorities, vendors, service appointments, vehicles and equipment, deliveries, supplies, records, and follow-through —so the owners can focus on horse-program, creative, and ownership decisions. Because this position requires a consistent on-site presence in Delano, we will prioritize candidates already located in the west metro area.

Primary Responsibilities

Important distinction: This is not a barn-manager or horse-care position. It is a hybrid of property operations, facilities and vendor coordination, executive support and hands-on logistics.

1. Operating rhythm and executive support

• Maintain one master list of requests, commitments, projects, deadlines, decisions, and blocked items.
• Assign owners, next actions, due dates, approvals, and definitions of done to requests; run the weekly priority review and issue a brief status report.
• Coordinate property-related calendars, meetings, correspondence, research, estimates, pick-ups, drop-offs, and follow-up for the owners.
• Prepare short decision briefs showing options, cost, timing, trade-offs, and the decision required.

2. Property, fleet, supplies, and vendors

• Serve as the on-site point person for approved deliveries, contractors, service providers, and inspectors.
• Coordinate service and records for trucks, trailers, tractors, skid steers, utility vehicles, and other equipment, including registrations, inspections, warranties, and preventive maintenance dates.
• Order, pick up, receive, and organize approved supplies; establish minimum inventory levels and reorder points for designated critical items.
• Conduct documented visual property rounds and route exceptions to the appropriate employee, vendor, or qualified professional.
• Source vendors, compare proposals, and track each approved work order through closeout, including scope, estimate, approval, photographs, warranty, and punch list.
• Challenge incomplete or substandard work constructively and elevate cost, quality, timing or safety concerns before they become larger problems.

3. Approved property and parcel projects

• Coordinate approved projects involving roofing and structures, fencing, roads, drainage, utilities, landscaping and gardens, tree buffers, conservation work, and storage or agricultural buildings.
• For each material project, maintain a named sponsor, written scope, budget, schedule, approval status, decision log, next milestone, and list of open risks.
• Arrange site visits, bids, permitting, and professional support and document progress; design, engineering, construction management and capital decisions remain with qualified professionals and ownership.
• Stabilize existing operations before expansion enters the active workload.

4. Administration, safety and continuity

• Maintain the asset register, service calendar, project tracker, critical supplies list, vendor records, warranties, approvals, emergency contacts, and simple procedures.
• Submit invoices, receipts, and purchase documentation promptly using the established property coding.
• Coordinate planned property coverage and create enough continuity for the owner to step away from logistics for 72 hours; equine care coverage remains with the horse care team.
• Be an attentive on-site presence during scheduled hours.

The Ideal Candidate

• Seven or more years of progressively responsible experience in executive operations, private estate or rural property management, facilities, construction coordination, hospitality operations, family office support or high-level executive assistance.
• A record of managing vendors, schedules, assets, budgets, and many small commitments with exceptional closure, judgment, and calm follow-through.
• Comfortable with respectfully asking, "Which existing priority should move?" when urgent work is added.
• Strong systems instincts and proficiency with calendars, spreadsheets, shared documents, task management tools, and basic budget tracking.
• Comfortable in a rural environment, outdoors in Minnesota weather, around horses and farm equipment, and with contractors and service technicians. Equestrian expertise is helpful but not required; humility around horse care experts is required.
• Confidence driving full-size pickups and utility vehicles; trailer-towing experience is helpful. A valid driver's license, acceptable driving record, and mature handling of confidential information are required.

Work arrangement and physical requirements

• Full-time and primarily on-site in Delano, with a regular weekday schedule. Occasional early morning, evening, or weekend work may be required.
• Local driving for vendors, parts, supplies, and vehicle service will be required.
• The role will move between office work and active property coordination, so the employee must be able to walk uneven ground, use stairs, work outdoors in varying weather, and occasionally lift or transport routine supplies up to 40 pounds.
• Employment is contingent on satisfactory references and appropriate background and driving record checks.