Estate Administrator / Office Manager (Private Estate), Georgia, US

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