Office Manager/Accounts Payable

Role: Office Manager/ Accounts Payable (Private Estate)
Location: South Georgia, USA
Salary: $70,000 – $120,000
Work Schedule: Full-time
Accommodation: Provided as part of the package
Start Date: ASAP
Overview and Opportunity
 
The primary function of the Office Manager is to provide administrative support for the property team and ensure the smooth and efficient operation of a UHNW private estate.
 
The estate is occupied by the principals on a seasonal basis, primarily between October and April, and this role is integral to maintaining seamless operations year-round, both during periods of residence and when the estate is unoccupied. We are seeking a highly detail-oriented and organized professional with strong accounts payable experience to support daily operations in a confidential, service-driven environment.
 
Job Description
 
This position supports the daily operations of the office by handling administrative tasks and accounts payable functions. It plays an important role in ensuring smooth coordination of office activities and financial processes. The role also supports the property team with general operational and administrative needs.
 
Role Responsibilities
Administrative

• Acts as the first point of contact for the office, professionally greeting and directing visitors and guests.
• Receives, sorts, and distributes incoming mail; scans and copies documents.
• Answers incoming calls and direct calls to appropriate individuals.
• Maintains office filing and storage systems.
• Prepares letters, documents, reports, and correspondence.
• Organizes travel arrangements for staff.
• Monitors and maintains office supplies as well as supplies for other buildings, including first aid.
• Schedules and organizes appointments and meetings.
• Coordinates messenger and courier services.
• Updates and maintains internal staff contact lists.
• Maintains current permits and licenses; taxes (database), including DEP and DEC.
• Ensures office equipment is properly maintained and serviced.
• Schedules pest control and maintenance service calls as needed.
• Manages all vendor contract renewals (pest, trash, radios, pool, maintenance).
• Maintains portable radio inventory and arranges maintenance as needed.
• Maintains Automated External Defibrillator (AED) machines; schedules CPR training.
• Handles off-site and on-site errands in support of daily operations errands as requested (i.e. post office, bank, etc.).
• Ensures all office areas remain orderly, well-maintained and welcoming.

Accounts Payable and Reporting

• Review vendor invoices, ensuring accuracy, provide proper coding and ensure all approvals are in place.
• Submit invoices for payment processing; tracks all payments to ensure payments are processed.
• Maintain vendor files and payment records.
• Respond to vendor inquires and maintain positive working relationships.
• Prepares monthly Petty Cash Reporting for Home Office
• Updates SharePoint internal website as requested by the PM.
• Completes several monthly credit card summaries; coordinates with Home Office
• Maintains a Guest Log for Home Office
• Ad Hoc reporting as needed

Property Related

• Coordinates cleaning services with outside vendor.
• Maintains current contractor insurance certificates; obtains W-9s, where applicable.
• Assist PM in coordination with insurance provider.
• Maintains current property vehicle records, with registrations and inspections
• Family Visit and Residence Management

Family & Guest Related

• Arranges car services for guests, if needed.
• Coordinates as needed with Traveling Hospitality Team and Aviation Team.
• Maintains confidentiality at all times.

Supervisory Responsibilities

• This job has no supervisory responsibilities.

Candidate Requirements

• Associate’s degree or equivalent from a two-year college or technical school plus three (3) to five (5) years of relevant experience and/or training; or equivalent combination of education and experience.
• Self-disciplined and self-motivated.
• Intermediate proficiency in Microsoft Applications (Word, Excel, Outlook).
• Excellent attention to detail and accuracy.
• Proficiency with accounting software (Sage Intacct, QuickBooks) is a plus.
• Dependable and organized.
• Strong communication and problem-solving skills.
• Ability to maintain professional candor at all times and remain calm when faced with mounting pressure related to deadlines and multiple priorities.
• Proven ability to create and maintain strong professional relationships built on trust

Benefits

• Full benefits package included