Estate Administration Manager (Luxury Hospitality)

About the role

A client is looking for a highly organised and proactive Estate Administration Manager to provide administrative and operational support at a private estate in Barbados. The role covers daily operations, staff coordination, financial administration, supplier management and guest services, and calls for discretion, initiative and the ability to work independently.

Key responsibilities

• Financial administration and payroll: compile and submit payroll information, review supplier invoices, keep accurate financial records and follow up on outstanding payments.
• Estate and operational support: support the Operations Manager and Assistant Manager, coordinate requests and monitor outstanding tasks.
• Contractor and supplier coordination: schedule contractor visits, obtain quotations, maintain supplier records and follow up on scheduled work.
• Shipments and customs: coordinate incoming shipments, liaise with shipping agents and customs brokers, prepare customs documents and track duty and clearance fees.
• Staff administration: maintain staff and leave records, assist with work permits, coordinate new employees and handle accommodation records.
• Transport and vehicle coordination: arrange airport transfers, car hire and vehicle servicing, and keep transport records.
• Guest and concierge services: help with guest arrivals and departures, coordinate guest requests with housekeeping, butlers, chefs and security, and arrange reservations, boat hire and activities.
• Purchasing and deliveries: source goods and services, place approved orders and keep purchase records within spending limits.
• Records and communication: maintain shared calendars, property documents, warranties and service reports, and prepare handover notes.

Required profile

• Relevant experience in private household or estate administration, hospitality, property operations or operations coordination.
• Strong administrative experience, including invoice processing, payroll coordination and record-keeping.
• Experience coordinating contractors, suppliers, transport and accommodation.
• Familiarity with staff administration, work permits, purchasing and customs procedures is an advantage.
• Knowledge of Barbados-based suppliers and administrative procedures is an advantage.

Required skills

• Excellent organisational and time-management skills, with attention to detail.
• Proficiency in email, spreadsheets, shared calendars and electronic filing systems.
• Excellent written and verbal communication skills.
• Ability to work independently, take initiative and handle confidential information with discretion.