Office Manager Consultant
Role Overview
The Office Manager Consultant plays a critical role in the financial and administrative backbone of Bartram Beach Homes. This position is responsible for ensuring accurate revenue tracking, timely invoicing, clear owner reporting, and strong oversight of both short-term and long-term rental financial operations. The consultant works closely with leadership to support operational efficiency, financial transparency, and scalable growth across the portfolio.
This role blends financial oversight, office administration, vendor management, and tenant billing support, ensuring systems, processes, and reporting align with the high standards of the Bartram Beach Homes guest and owner experience.
Key Responsibilities
Financial Operations & Revenue Management
- Manage accounts receivable using QuickBooks, including customer invoicing, payment tracking, and follow-up
- Track and reconcile property-level revenue across booking channels, property management systems, and QuickBooks
- Prepare and maintain owner statements, revenue summaries, and financial reports generated from QuickBooks and related systems
- Support revenue management initiatives by monitoring trends, performance metrics, and variances
- Ensure accuracy, consistency, and timeliness of all financial data and reporting delivered to leadership and property owners
Reporting & Analytics
- Develop and maintain weekly, monthly, and quarterly reports related to revenue, occupancy, and portfolio performance
- Identify gaps, anomalies, or opportunities in financial data and communicate insights clearly
- Support leadership with data-driven analysis to improve operational and financial outcomes
Long-Term Rental Financial Administration
- Oversee rent roll collection for the long-term rental portfolio, ensuring timely and accurate receipt of tenant payments
- Prepare and distribute tenant notices related to rent, billing, or administrative matters
- Generate and issue tenant invoices for utilities and other bill-back items for applicable long-term rental units, recorded and tracked in QuickBooks
- Track tenant balances and coordinate follow-up on outstanding amounts
Office & Administrative Management
- Oversee office administrative functions, ensuring smooth day-to-day operations
- Maintain organized financial records, leases, contracts, and compliance documentation
- Support process improvement initiatives that enhance efficiency, consistency, and scalability
Vendor & Accounts Payable Support
- Assist with accounts payable functions within QuickBooks as needed
- Manage preferred vendor relationships, including onboarding and documentation
- Maintain vendor files, contracts, insurance certificates, and compliance requirements
- Establish and monitor vendor SLAs (Service Level Agreements)
- Track and evaluate vendor performance KPIs, ensuring service quality, cost control, and reliability
Staff Incentives & Performance Support
- Calculate and administer incentive compensation for staff based on established performance metrics
- Ensure accuracy and transparency in incentive calculations and reporting
- Support leadership in refining incentive structures to align staff performance with company goals
Qualifications & Skills
- Experience in office management, accounting, or financial operations, preferably in hospitality, real estate, or property management
- Working knowledge of QuickBooks for invoicing, receivables, reporting, and basic payables
- Strong understanding of accounts receivable, rent rolls, invoicing, and financial reporting
- High attention to detail with strong organizational and analytical skills
- Proficiency in accounting software, property management systems, and spreadsheet tools
- Ability to work independently and proactively in a consultant or fractional role
- Clear written and verbal communication skills
What Success Looks Like in This Role
- Accurate and timely revenue tracking across short-term and long-term rental portfolios
- Consistent rent roll collection and clear tenant billing processes
- Reliable owner and leadership reporting driven by QuickBooks data
- Strong vendor accountability and performance visibility
- Scalable financial and administrative systems that support portfolio growth