Administrative Support - Racing & Farm Operations

Recruitment Solutions Group•Ocala, FL

6d•Onsite

About The Position

Provide comprehensive administrative and operational coordination support to Always Dream Equine and its farm operations, ensuring accurate documentation, regulatory compliance, efficient scheduling, vendor coordination, and seamless day-to-day business continuity.

Requirements

High School graduate or equivalent required
At least 2 year college (associate) degree preferred
2+ years of administrative or office experience required.
Demonstrated ability to communicate professionally and diplomatically with vendors, partners, leadership, and farm personnel.
Exceptional attention to detail with the ability to identify discrepancies and prevent documentation errors.
Strong organizational and time management skills, with the ability to manage competing priorities in a dynamic operational environment.
Proficiency with Microsoft Office (Word, Excel, Outlook) and digital systems; and ability to learn and adapt quickly to new systems.
Ability to work effectively in a farm environment and coordinate with barn staff and contractors.

Nice To Haves

Equine, agricultural, veterinary, or ranch administrative experience preferred.

Responsibilities

Serve as the initial point of contact for correspondence with veterinarians, hospitals/clinics, farriers, vanning/transport providers, auction houses, racetrack partners, and other vendors. Ensuring timely communication, documentation accuracy, and professional representation of Always Dream Equine.
Oversee inventory management processes such as order, track, and maintain inventory of feed, hay, supplements, medications, and farm supplies. That also includes monitoring par levels, forecasting usage trends, and coordinating timely replenishment to prevent operational disruption.
Maintain and audit detailed equine health and regulatory records such as vaccine schedules, Coggins, health certificates, medications, supplements, and procedures; to ensure compliance with industry standards, racing requirements, and interstate transport regulations.
Coordinate and schedule routine and urgent animal care services, including veterinary and farrier visits, dental care, trimming, and related services, ensuring timely follow-through, accurate scheduling, and clear communication with internal staff and providers. Coordinate horse movement logistics: verifying required certifications, health documentation, and regulatory approvals prior to movement. Track and manage Jockey Club certificates and related ownership/transfer documentation (receive, transfer, file, and confirm status).
Manage and maintain a centralized operational calendar to ensure visibility of key racing events, medical appointments, breeding schedules, and strategic milestones.; communicate changes promptly.
Receive and organize bills and statements; route/forward invoices to the designated payment system (for example, Bill.com) per established process, maintaining accurate documentation to support audit readiness and financial accountability.
Compile, organize, and validate documentation required for partner or shared-horse billing packets, ensuring completeness and accuracy prior to submission for leadership review and approval. Maintain insurance policy records and related correspondence, including renewal tracking, reminder systems, and organized files to support timely renewals and reduce coverage lapses. Serve as the on-site 'eyes and ears' on the farm: observe contractor/vendor work, confirm arrival/completion, and promptly escalate concerns to leadership.
Serve as the on-site administrative point of contact for vendors on-site, coordinate access, safety, and communication with barn staff.
Maintain assigned operational logs (for example, safekeeping or hand-check logs) and coordinate handoffs to staff in accordance with internal procedures (without signing checks).
Maintain secure, organized, and confidential digital and paper filing systems for key operational records and correspondence, supporting audit readiness, efficient retrieval, and consistent record retention practices.
Maintain day-to-day office operations including phone and email management, document preparation, and general administrative support, ensuring a professional, efficient, and well-organized farm office environment.