Estate Administrator / Office Manager (Hospitality & Guest Services Focus)
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 Estate Administrator / Office Manager plays a key role in supporting the smooth, discreet, and efficient operation of a UHNW private estate. Acting as a central point of coordination for administrative, financial, and guest services functions, this position ensures seamless day-to-day operations across the property.
The estate is occupied by the principals on a seasonal basis, primarily between October and April. During this period, the role is highly guest-facing and service-oriented, while also maintaining continuity of operations year-round when the estate is unoccupied.
This position is ideal for a professional with a background in luxury hospitality, private households, or high-end guest services who also brings strong administrative and accounts payable capabilities. The successful candidate will be highly organised, discreet, and service-driven, with the ability to operate in a confidential UHNW environment.
Role Responsibilities
Administrative & Office Management
- Act as the first point of contact for the office, professionally greeting and directing visitors and guests
- Receive, sort, and distribute incoming mail; scan and file documents
- Answer and route incoming calls appropriately
- Maintain office filing systems and digital records
- Prepare correspondence, reports, letters, and internal documentation
- Schedule meetings, appointments, and staff calendars
- Coordinate travel arrangements for staff as required
- Monitor and maintain office supplies and operational essentials (including first aid supplies across buildings)
- Coordinate courier and messenger services
- Maintain staff contact lists and internal directories
- Ensure office equipment is serviced and functioning properly
- Maintain a clean, organised, and welcoming office environment
- Schedule service vendors (pest control, maintenance, repairs, etc.)
- Manage vendor contract renewals (pest control, trash, radios, pool, maintenance services)
- Maintain portable radio inventory and coordinate servicing
- Support compliance tracking for permits, licenses, taxes, and regulatory documentation (e.g., DEP/DEC databases)
- Assist with errands and off-site tasks as required (post office, banking, etc.)
Accounts Payable & Reporting
- Review vendor invoices for accuracy, proper coding, and required approvals
- Submit invoices for payment processing and track payment status
- Maintain organised vendor files and payment records
- Liaise with vendors and maintain strong professional relationships
- Prepare monthly petty cash reporting for Home Office
- Complete monthly credit card reconciliations and summaries
- Maintain guest logs and reporting documentation for Home Office
- Support SharePoint updates and internal reporting requirements
- Assist with ad hoc financial and operational reporting as needed
Property & Operations Support
- Coordinate cleaning services with external vendors
- Maintain contractor insurance certificates and collect W-9 documentation
- Support property manager with insurance-related coordination
- Maintain vehicle records including registrations and inspections
- Assist in coordination of maintenance and property operations
Guest & Family Services
- Arrange transportation and car services for guests as needed
- Liaise with Travelling Hospitality and Aviation Teams as required
- Support guest arrivals and departures with a high level of service
- Maintain absolute confidentiality at all times
Candidate Requirements
- 3-5+ years of experience in luxury hospitality, private households, estates, resorts, or UHNW environments
- Background in guest services, front office, concierge, or hospitality operations strongly preferred
- Experience working in high-touch, service-driven environments requiring discretion and professionalism
- Strong administrative and organisational skills with exposure to invoicing, vendor coordination, or basic accounting processes (Accounts Payable experience preferred)
- Excellent communication skills with the ability to interact professionally with principals, guests, vendors, and internal teams
- High level of emotional intelligence, service orientation, and attention to detail
- Ability to anticipate needs and respond proactively in a fast-paced environment
- Strong problem-solving skills and the ability to manage multiple priorities calmly under pressure
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience with accounting systems such as Sage Intacct or QuickBooks is a plus
- Dependable, discreet, highly organised, and capable of maintaining absolute confidentiality
Benefits
- Full benefits package included
- Accommodation provided as part of the package
