Office & Property Operations Manager

Poo~ Pourri; Dallas (TX); On-site; USD 68,000 - 92,000; Full time

Job summary

Poo~Pourri is seeking an exceptionally organized Office & Property Operations Manager to oversee administrative, financial recordkeeping, vendor coordination, and day-to-day operations of a private office/residential property. The role blends office management with bookkeeping support, expense management, and oversight of household operations.

The ideal candidate has experience in office management or related fields, with proficiency in QuickBooks Online and Excel.

Qualifications

• 3+ years of office management, bookkeeping, or similar experience.
• Strong working knowledge of QuickBooks Online.
• Experience coordinating contractors and vendors.
• Excellent written and verbal communication skills.
• Strong Excel or Google Sheets competency.

Responsibilities

• Maintain day-to-day bookkeeping records in QuickBooks Online.
• Enter and categorize bills and expenses.
• Track bills due and payments.
• Maintain organized receipts and supporting documentation.
• Coordinate with the company accountant/bookkeeper as needed.
• Produce clear expense reports when requested.

Skills

Highly organized

Detail-oriented

Vendor coordination

Bookkeeping/financial recordkeeping

Communication skills

Time management

Tools

QuickBooks Online

Excel/Google Sheets

Job description

About Us

In 2007, Suzy Bátiz created Poo~Pourri, a natural, effective solution to a universal problem: sh*t happens… and it stinks. Since then, Poo~Pourri has rapidly grown to become way more than just an odor eliminating product. Poo~Pourri sparked a shift in bathroom routines, a shift in how things “should” be done, and a shift in company culture. We’re a company of fast-paced rule-breakers on a mission to find new paths to personal freedom.

In 2021, Poo~Pourri busted out of the bathroom and evolved into ~Pourri: a purveyor of odor eliminators designed to make your home, body, and life smell wayyy better, naturally. Today, our growing portfolio of personal care, air care, and odor-eliminating products furthers our mission to bring levity to a world weighed down by toxic odors, stigmas, and ingredients.

Along the way, our gutsy marketing tactics have earned us numerous accolades, including AdAge’s Funniest Viral Video of the Year, Webby Awards, and more. In a world full of rules, playing it safe, and “that can’t be done,” ~Pourri doesn’t subscribe to that crap. We dream differently. Want to come play with us?

Position Overview

We are seeking an exceptionally organized, detail-oriented Office & Property Operations Manager to oversee the administrative, financial recordkeeping, vendor coordination, and day-to-day operational needs of a private office/residential property. This is not a traditional hands-on Facilities Manager or maintenance position.

The successful candidate will naturally create order, maintain accurate records, follow through relentlessly, and keep multiple operational details moving without requiring owner involvement. The position combines office management, bookkeeping support, expense management, vendor coordination, household operations, and administrative oversight.

The ideal candidate may have worked as an office manager, bookkeeper, property administrator, construction administrator, family office professional, or in another owner-operated business where financial organization and vendor coordination were essential.

Compensation

$80,000 base salary

Bookkeeping & Expense Management

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.

Office Administration

• 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.
  

Property & Vendor Management

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.

Housekeeper Management

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

Responsibilities 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.
  

Project & Contractor Tracking

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.

Weekly Owner Reporting

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.

What This Position Is Not

• 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.

Ideal Experience

• 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
  

The Person Who Will Thrive Here

• 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.