Estate Administration Manager (Luxury Hospitality Sector)

Overview: Our client is seeking a highly organised and proactive individual to provide administrative and operational support at a private estate in Barbados. The successful candidate will assist with daily operations, staff coordination, financial administration, supplier management and guest services, while demonstrating discretion, initiative and the ability to work independently.

Duties and Responsibilities:

Financial Administration and Payroll

• Compile and submit payroll information, including timesheets, overtime, leave and approved expenses, within required deadlines.
  
• Review supplier invoices, verify supporting documentation and obtain the necessary approvals before submission for payment.
  
• Maintain accurate financial records, invoice trackers, payment records and petty cash reconciliations.
  
• Follow up on outstanding payments and discrepancies, keeping management informed of any delays.
  
• Handle confidential financial and employee information with discretion.
  

Estate and Operational Support

• Provide day-to-day administrative and operational support to the Operations Manager and Assistant Manager.
  
• Coordinate requests from in-house teams, prioritise tasks and ensure agreed actions are completed promptly.
  
• Assist with urgent operational matters, identify practical solutions and arrange external support when required.
  
• Monitor outstanding tasks and communicate progress, delays and matters requiring management approval.
  

Contractor and Supplier Coordination

• Schedule contractor visits and services, including air conditioning, pest control, sewage services and waste collection.
  
• Coordinate appointments, site access, security notifications and required documentation.
  
• Obtain quotations, maintain supplier records and ensure agreed rates and service details are documented.
  
• Follow up on scheduled work and refer changes in costs, timing or scope to the Operations Manager for approval.
  

Shipments and Customs Administration

• Coordinate incoming shipments and assist with customs clearance and delivery arrangements.
  
• Liaise with shipping agents, customs brokers and relevant authorities under the direction of the Operations Manager.
  
• Prepare and verify invoices, shipment details and supporting documents for customs declarations.
  
• Track and coordinate the approval and payment of duties, clearance fees and related charges.
  
• Communicate shipment updates and coordinate delivery access and receipt arrangements.
  

Staff Administration and Work Permits

• Maintain accurate staff records, leave records and relevant administrative documents.
  
• Assist with work permit applications and renewals, including collecting documentation, arranging signatures and liaising with relevant agents or offices.
  
• Monitor document expiry dates and alert management to upcoming deadlines.
  
• Coordinate new employee arrangements, including paperwork, transport, uniforms and accommodation.
  
• Respond to routine staff administrative queries and refer employment-related decisions to the Operations Manager.
  

Transport and Vehicle Coordination

• Arrange airport transfers, staff and guest transportation, and car hire bookings.
  
• Confirm travel details, rates, collection and return arrangements with drivers, passengers and relevant teams.
  
• Respond promptly to changes in flight schedules and travel plans.
  
• Maintain transport records, verify related invoices and coordinate vehicle servicing, repairs and administrative renewals as required.
  

Staff Accommodation

• Maintain accurate staff accommodation and rooming records.
  
• Coordinate room preparation, cleaning, arrivals, departures and room changes with the relevant teams.
  
• Arrange repairs and services for staff accommodation as required.
  
• Refer accommodation concerns and allocation decisions to the Operations Manager.
  

Guest and Concierge Services

• Assist with family and guest arrival and departure arrangements.
  
• Coordinate confirmed guest requirements with housekeeping, butlers, chefs, security and other relevant teams.
  
• Arrange restaurant reservations, boat hire, activities, private lessons and other concierge services.
  
• Research options, compare availability and pricing, and obtain approval before confirming bookings or commitments.
  
• Assist with birthdays, family activities and small events.
  
• Handle guest requests discreetly and adjust arrangements when plans change.
  

Purchasing and Deliveries

• Source requested goods and services and obtain quotations where necessary.
  
• Place approved orders, monitor deliveries and coordinate receipt of goods with the appropriate teams.
  
• Follow up on missing, damaged or incorrect items and arrange returns or replacements.
  
• Maintain order confirmations, receipts and supporting documentation.
  
• Ensure purchases remain within authorised spending limits and obtain approval for additional expenditure.
  

Records, Calendars and Communication

• Maintain shared calendars covering contractor appointments, bookings, transport, activities and relevant staff movements.
  
• Keep electronic and physical records organised, accurate and accessible to authorised personnel.
  
• Maintain property documents, warranties, service reports and renewal reminders.
  
• Communicate schedule changes and important updates promptly to the relevant parties.
  
• Provide regular updates on outstanding tasks, payments, bookings and issues requiring management attention.
  
• Prepare clear handover notes to ensure continuity during periods of absence.
  

General Responsibilities and Accountability

• Take ownership of assigned tasks and ensure they are completed accurately and on time, with minimal supervision.
  
• Anticipate operational needs, follow up with suppliers and service providers, and resolve routine matters within agreed authority.
  
• Work collaboratively with the Operations Manager, Assistant Manager and in-house teams.
  
• Exercise sound judgement and escalate significant costs, service issues, staffing concerns and sensitive matters appropriately.
  
• Obtain the required approval for expenditure, payroll changes, contractual commitments and other management decisions.
  
• Maintain a professional, flexible and service-oriented approach at all times.
  

• Relevant experience in private household or estate administration, hospitality, property operations, operations coordination or a similar service-oriented environment.
  
• Strong administrative experience, including invoice processing, payroll coordination, record-keeping and handling confidential information.
  
• Experience coordinating contractors, suppliers, transport, accommodation and other operational services.
  
• Familiarity with staff administration, work permits, purchasing and shipment or customs procedures would be an advantage.
  
• Excellent organisational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
  
• Strong attention to detail and the ability to follow tasks through to completion.
  
• Excellent written and verbal communication skills, with the ability to liaise professionally with staff, management, suppliers and external agencies.
  
• Ability to work independently, take initiative and exercise sound judgement with minimal supervision.
  
• Discretion, reliability, professionalism and a strong respect for confidentiality.
  
• A hands-on, resourceful and flexible approach, with the ability to adapt to changing priorities and assist where needed.
  
• Proficiency in email, spreadsheets, shared calendars and electronic filing systems.
  
• Knowledge of Barbados-based suppliers, service providers and administrative procedures would be an advantage.