Estate Operations & Administrative Coordinator (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 Estate Operations & Administrative Coordinator is to provide administrative and operational support for a UHNW private estate and assist in ensuring the smooth and efficient day-to-day operation of the property.
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 organized, detail-oriented, and proactive individual with strong administrative and accounts payable skills who enjoys being hands-on and supporting a team in a fast-paced, service-driven environment.
We are also open to considering recent graduates with a degree in Accounting, Finance, Business Administration, or a related field, provided they are strong in Excel, eager to learn, highly organized, and bring a positive, “can-do” attitude and energetic, friendly approach to the role.
Who Would Be a Great Fit
The ideal candidate is:
- Highly organized and detail-oriented
- Strong in Microsoft Excel and administrative systems
- Hands-on with a “no task too small” mentality
- Self-motivated and proactive
- Friendly, professional, and approachable
- Comfortable juggling multiple priorities
- Calm under pressure and adaptable
- Service-oriented with a positive attitude
- Trustworthy and able to maintain confidentiality at all times
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 while supporting 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 directs calls to appropriate individuals
- Maintains office filing and storage systems
- Prepares letters, documents, reports, correspondence, and spreadsheets
- 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 vendor contract renewals (pest, trash, radios, pool, maintenance)
- Maintains portable radio inventory and arranges maintenance as needed
- Maintains Automated External Defibrillator (AED) machines and schedules CPR training
- Handles off-site and on-site errands in support of daily operations (post office, bank, etc.)
- Ensures all office areas remain orderly, well-maintained, and welcoming
Accounts Payable and Reporting
- Reviews vendor invoices, ensuring accuracy, proper coding, and approvals are in place
- Submits invoices for payment processing and tracks payments to ensure timely processing
- Maintains vendor files and payment records
- Responds to vendor inquiries and maintains positive working relationships
- Prepares monthly petty cash reporting for Home Office
- Updates SharePoint internal website as requested by the PM
- Completes monthly credit card summaries and coordinates with Home Office
- Maintains a Guest Log for Home Office
- Assists with ad hoc reporting and spreadsheet tracking as needed
Property Related
- Coordinates cleaning services with outside vendors
- Maintains current contractor insurance certificates and obtains W-9s where applicable
- Assists PM in coordination with insurance provider
- Maintains current property vehicle records, registrations, and inspections
Family & Guest Related
- Arranges car services for guests if needed
- Coordinates as needed with Traveling Hospitality Team and Aviation Team
- Maintains confidentiality and professionalism at all times
Supervisory Responsibilities
- This position has no supervisory responsibilities.
Candidate Requirements
- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
- Prior administrative, office, accounting, or accounts payable experience preferred
- Recent graduates with strong Excel skills and a willingness to learn are encouraged to apply
- Strong proficiency in Microsoft Office, particularly Excel, Word, and Outlook
- Proficiency with accounting software such as Sage Intacct or QuickBooks is a plus
- Excellent attention to detail and organizational skills
- Strong communication and problem-solving abilities
- Self-disciplined, dependable, and resourceful
- Ability to remain calm and professional while managing multiple priorities and deadlines
- Proven ability to build and maintain strong professional relationships built on trust
Benefits
- Full benefits package included
- Accommodation provided as part of the package