Office & Property Operations Manager

~Pourri; Dallas (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

~Pourri is seeking an exceptionally organized Estate & Operations Manager to oversee the administrative, financial records, vendor coordination, and day-to-day operational needs of a private office/residential property. This is not a traditional hands-on Facilities Manager role.

The successful candidate will create order, maintain records, and keep multiple details moving without owner involvement. This role combines office management, bookkeeping support, and expense management.

Qualifications

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

Responsibilities

• Oversee administrative, financial record-keeping, and vendor coordination for a private office/residential property.
• Maintain accurate financial records and expense tracking.
• Coordinate with accountants and keep organized digital records for accounting and tax purposes.

Skills

Organizational skills

Written & verbal communication

Attention to detail

Tools

QuickBooks Online

Excel/Google Sheets

Job description

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 Estate & Operations Manager to oversee the administrative, financial record-keeping, 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.

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

• 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.

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.

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:

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
• Projects awaiting bids or owner decisions
• Significant expenses incurred and bills requiring attention
• Outstanding returns or refunds
• Supply or household issues

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 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.