Office & Property Operations Manager

Poo~Pourri•Dallas, TX

12h•$80,000•Onsite

About The Position

In 2007, Suzy Bátiz created Poo~Pourri, a natural, effective solution to a universal problem: sht 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.

Requirements

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

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
For every project or repair, maintain visibility throughout the full lifecycle: Request → Scope → Bid → Approval → Scheduling → Work → Confirmation → Invoice → Payment → Recordkeeping → Closed
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.