Office & Property Operations Manager

A major responsibility of this position is maintaining accurate financial and expense records.

• Maintain day-to-day bookkeeping records in QuickBooks Online.
• Enter and appropriately categorize bills and expenses.
• Track bills received, bills due, and payments.
• Maintain organized receipts and supporting documentation.
• Track credit card and vendor expenses.
• Assist with account and credit card reconciliations.
• Maintain vendor records, including W-9s, invoices, contracts, and supporting documents.
• Track deposits, credits, reimbursements, returns, and refunds through completion.
• Maintain organized digital records for accounting and tax purposes.
• Coordinate with the company accountant/bookkeeper as needed.
• Produce clear expense reports when requested.

Operating Standard: Nothing involving money should disappear into a text message, email, receipt pile, or someone's memory.

• Receive and log incoming packages and deliveries.
• Coordinate outgoing shipments and process returns.
• Maintain office and household records, vendor contacts, warranties, manuals, service agreements, and equipment information.
• Order office, cleaning, and household supplies and maintain appropriate inventory levels.
• Monitor recurring subscriptions and services.
• Maintain administrative calendars, recurring schedules, and organized records that can be retrieved quickly.

This position oversees property maintenance administratively rather than personally performing repairs.

• Maintain a preventive and recurring maintenance calendar.
• Schedule HVAC, plumbing, electrical, pest control, landscaping, appliance repair, and other service providers.
• Obtain and organize bids when appropriate.
• Coordinate contractor and vendor scheduling.
• Track maintenance issues from identification through completion.
• Confirm work was completed satisfactorily.
• Obtain invoices and receipts.
• Record and categorize expenses.
• Maintain repair and maintenance histories.

Typical Workflow: Issue reported → Determine appropriate vendor → Schedule → Track → Confirm completion → Document invoice → Record expense → Close item.

The property has a full-time housekeeper responsible for the daily condition and upkeep of the home.

include:

• Manage and oversee the housekeeper.
• Establish clear household checklists, responsibilities, and reporting expectations.
• Ensure household and cleaning supplies remain properly stocked.
• Conduct a weekly property walkthrough with the housekeeper.
• Review outstanding maintenance and household issues.
• Translate reported concerns into actionable vendor or maintenance tasks.
• Follow issues through scheduling, completion, invoicing, expense recording, and closure.

For every project or repair, maintain visibility throughout the full lifecycle:

Request → Scope → Bid → Approval → Scheduling → Work → Confirmation → Invoice → Payment → Recordkeeping → Closed

The position requires someone who enjoys closing loops and ensuring projects are fully documented and completed.

Provide a concise weekly operating summary covering:

• Open and completed maintenance items
• Upcoming vendor appointments
• Projects awaiting bids or owner decisions
• Significant expenses incurred and bills requiring attention
• Outstanding returns or refunds
• Supply or household issues
• Any exception requiring owner attention

The purpose of this role is to remove administrative and property-management details from the owners' plates, not create additional follow-up for them.

• A handyman or maintenance technician position
• A construction position
• A housekeeping position
• A traditional Facilities Manager position

Someone who loves personally fixing everything may be less successful in this role.

We are looking for someone who enjoys organizing, documenting, scheduling, tracking, reconciling, following up, and finishing.

• 3+ years of office management, bookkeeping, operations, property administration, construction administration, or similar experience
• Strong working knowledge of QuickBooks Online
• Experience with accounts payable, expense tracking, receipts, and reconciliations
• Strong Excel or Google Sheets competency
• Experience coordinating contractors and vendors
• Exceptional organizational, documentation, and follow-through skills
• Experience supervising household, office, administrative, or support personnel preferred
• Comfort managing multiple simultaneous projects and deadlines
• Excellent written and verbal communication skills

• Notices when numbers do not match
• Keeps receipts and documentation without being asked
• Enjoys QuickBooks and organized records
• Makes lists and closes them
• Follows up before someone has to ask
• Can quickly locate an invoice or service record from months ago
• Enjoys creating systems and maintaining them
• Prefers coordinating and tracking professionals rather than personally making repairs
• Is bothered by unresolved returns, unpaid invoices, missing receipts, or unfinished contractor work until they are closed
• Communicates proactively rather than waiting to be asked for an update

Above all, we are looking for someone whose natural strengths are detail, organization, accountability, financial recordkeeping, and follow-through.