Office Manager

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 has taken a shift - a shift in bathroom routine, a shift in how things "should" be done, a shift in company culture. We're a company of fast-paced rule-breakers on a mission to find new paths to personal freedom. Our brand redefines how the world thinks and talks about taboos. Ignoring the status quo, Poo~Pourri has created a new category in personal care. Along the way, our gutsy marketing tactics have won us many awards, including Funniest Viral Video of the Year by AdAge, Webby Awards, and more. In a world full of rules, playing it safe, and "that can't be done," Poo~Pourri doesn't subscribe to that crap. We dream differently. Want to come play with us?

POSITION OVERVIEW

~Pourri is seeking an exceptionally organized, detail-oriented, and proactive Office Manager to oversee the administrative, financial, vendor, and day-to-day operational needs of a private residence that also serves as a ~Pourri satellite office.

While this position is based in a residential property, the environment operates as a fast-paced working office with ongoing projects, visitors, vendors, filming activities, operational requests, and shifting priorities. This is not a traditional corporate office environment.

The successful candidate will naturally create order, maintain accurate records, coordinate vendors, solve problems independently, and keep multiple priorities moving without requiring constant direction or involvement from leadership.

This position combines office management, bookkeeping support, expense management, vendor coordination, project tracking, administrative support, and operational oversight.

KEY RESPONSIBILITIES

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 reconciliation.
• Maintain accurate 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 external accountants and financial partners as needed.
• Produce clear expense reports when requested.

Operating Standard: Nothing involving money should disappear into a text message, email, receipt pile, spreadsheet, or someone's memory.

Office Administration

• Receive and log incoming packages and deliveries.
• Coordinate outgoing shipments and process and track returns.
• Maintain office records, vendor contacts, warranties, manuals, service agreements, and equipment information.
• Order office, cleaning, and operational supplies and maintain appropriate inventory levels.
• Monitor recurring subscriptions and services.
• Maintain calendars, schedules, and organized records that can be retrieved quickly.
• Coordinate meeting logistics and office-related administrative support as needed.
• Assist with executive administrative requests and special projects.

Vendor & Property Operations

This role oversees maintenance and vendor relationships administratively rather than personally performing repairs.

• Maintain a preventive and recurring maintenance calendar.
• Schedule HVAC, plumbing, electrical, pest control, landscaping, appliance repair, cleaning services, and other service providers.
• Obtain bids and proposals when appropriate.
• Coordinate contractor and vendor scheduling.
• Track maintenance issues and operational projects through completion.
• Confirm work has been completed satisfactorily.
• Obtain invoices, receipts, warranties, and supporting documentation.
• Record and categorize associated expenses.
• Maintain a history of repairs, maintenance activities, and vendor information.

Example Workflow:

Issue Identified -> Vendor Selection -> Scheduling -> Tracking -> Completion Verification -> Invoice Collection -> Expense Recording -> Closure

Project & Operations Coordination

For every project, maintain visibility through the full lifecycle:

Request -> Scope -> Bid -> Approval -> Scheduling -> Execution -> Confirmation -> Invoice -> Payment -> Documentation -> Closure

The successful candidate enjoys closing loops and ensuring nothing falls through the cracks.

A project is not considered complete simply because work has been performed. Completion includes:

• Confirming work quality
• Receiving documentation
• Recording expenses
• Updating records
• Closing the project

Weekly Reporting

Provide concise weekly updates covering:

• Open and completed projects
• Upcoming vendor appointments
• Outstanding action items
• Bills requiring attention
• Expenses incurred
• Returns, credits, or reimbursements in progress
• Supply or operational concerns
• Issues requiring leadership visibility

The purpose of this role is to remove administrative, operational, and project-management details from leadership's plate, not create additional follow-up work.

WHAT THIS POSITION IS NOT

• A handyman position
• A maintenance technician position
• A construction labor role
• A housekeeping position
• A traditional facilities manager role

We are not looking for someone who wants to personally fix everything. We are looking for someone who enjoys organizing, documenting, scheduling, tracking, reconciling, following up, coordinating vendors, and ensuring things get completed properly.

IDEAL EXPERIENCE

• 3+ years of office management, operations, executive support, bookkeeping, project coordination, property administration, construction administration, or similar experience.
• Strong working knowledge of QuickBooks Online.
• Experience with accounts payable, expense tracking, receipts, billing, and reconciliations.
• Strong Excel or Google Sheets competency.
• Experience coordinating vendors, contractors, or service providers.
• Exceptional organizational and follow-through skills.
• Experience supervising support staff, office staff, vendors, or service providers preferred.
• Ability to manage multiple simultaneous projects and competing priorities.
• 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 actually closes them.
• Follows up before someone has to ask.
• Can quickly locate an invoice, receipt, or service record from months ago.
• Enjoys creating systems and maintaining them.
• Would rather coordinate the right professional and ensure the work gets done than personally perform repairs.
• Is bothered by unresolved returns, unpaid invoices, missing receipts, unfinished vendor work, or incomplete projects until they are fully closed.
• Communicates proactively rather than waiting to be asked for an update.
• Thrives in fast-paced environments where priorities shift regularly.
• Handles interruptions and changing demands without becoming overwhelmed.
• Makes sound decisions with limited direction.
• Creates order in environments where many things are happening simultaneously.
• Enjoys ownership, accountability, and problem solving.

Above all, we are looking for someone whose natural strengths are organization, accountability, financial recordkeeping, vendor coordination, operational execution, follow-through, and independent problem solving.

Equal Employment Opportunity

~Pourri is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or expression), national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

~Pourri is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the hiring process and employment lifecycle.