Office Manager & Bookkeeper

Description:

Description
Position Overview
The Office Manager & Bookkeeper serves as the central administrative, financial, and operational coordinator for the Charlottesville office of Big Lick LLC and affiliated Owner family entities. This role blends bookkeeping, treasury support, property management, and executive-level administrative responsibilities. The position is responsible for managing financial transactions and cash movements across multiple family-owned businesses, maintaining office and property operations, coordinating
vehicle management, and supporting the personal and business needs of the Owner family. This is a high-trust, high-responsibility role requiring strong attention to detail, discretion, organization, and the ability to manage a wide variety of tasks across business and personal domains.

Key Responsibilities
1. Bookkeeping & Accounts Payable
Enter and manage all financial transactions in QuickBooks across multiple entities
Perform bank and credit card reconciliations
Manage full-cycle accounts payable, including: Processing invoices (email/mail): Coding transactions to appropriate entities; Managing Ramp invoice routing and approvals
Execute payments via ACH, wire, check, and credit card platforms
Ensure proper documentation, approvals, and compliance for all transactions
Maintain organized financial records and documentation
Serve as a resource for internal accounting questions
2. Treasury & Cash Management
Coordinate and manage cash movements between the Owner's family and affiliated businesses
Prepare weekly cash position summaries and funding needs
Ensure adequate liquidity across all entities
Track intercompany loans and financial obligations
Support financial oversight and internal controls
3. Property & Office Management
Oversee operations for:
703 East Jefferson Street (office building)
707 E. Market Street (Jefferson Guest House)
Manage: Tenant relations and office rentals at 703; Lease administration and amendments; Conference room scheduling and shared space coordination
Coordinate with Stay Charlottesville on Guest House operations
Manage:
Basement apartment leasing (direct rental)
Vendor coordination, maintenance, and issue resolution
Security systems, alarms, and digital access
4. Vehicle & Asset Management
Maintain all records for vehicles owned by Big Lick and the Owner family, including: Registrations; Insurance; Maintenance tracking
Coordinate service, repairs, and compliance
5. Administrative & Executive Support
Serve as the primary onsite administrative resource in Charlottesville
Support Risk Manager and remote leadership with operational needs
Field and manage personal and business-related requests from personal family members
Handle incoming mail, documents, and recordkeeping
Maintain office supplies and general office functionality
Assist with special projects and evolving operational needs
Work Environment
Small, high-functioning office with one additional full-time onsite employee and an
Office for the owner who’s frequently works there
High level of interaction with ownership and senior leadership
Requires discretion, professionalism, and adaptability
Requirements
Qualifications
Experience in bookkeeping, accounting, or financial operations (QuickBooks preferred)
Strong organizational and multitasking abilities
High attention to detail and accuracy
Ability to handle confidential information with discretion
Comfortable working across multiple businesses and priorities
Strong communication and problem-solving skills
Experience with property management or office operations is a plus

Apply

https://recruiting.paylocity.com/Recruiting/Jobs/Details/4142330