Front Office Manager

Front Office Manager

The Office Manager at The Virginian Golf Club L.C. is responsible for ensuring smooth and efficient daily operations of the club office, financial processes, and administrative functions. This role provides critical support to leadership and department heads by managing accounts receivable, accounts payable, purchasing, reporting, and member account oversight. The Office Manager also serves as a key operational partner in compliance, process improvement, and team coordination.

At The Virginian Golf Club & Nice wonder Farm & Vineyards, we believe in more than just beautiful views and top-tier amenities — we believe in creating experiences that linger. Located across 1,500+ acres in Virginia's highlands, our private community blends championship golf, elegant lodging, curated cuisine, and award-winning wine into one destination you'll never forget.

From Tom Fazio's pristinely sculpted golf course, to our boutique Inn and luxury yurts, to Hickory — our fine dining restaurant — everything we do is rooted in hospitality, nature, craftsmanship, and joy. We are growing, innovating, and deeply committed to quality in every service and encounter.

Join us, help us craft memorable moments, and be part of a team that blends country elegance with genuine warmth.

• Manage day-to-day administrative operations, including processing invoices, coding expenses, and reconciling accounts.
• Maintain accurate financial and operational records for the club, including member accounts, non-member accounts, and departmental reports.
• Ensure compliance with state regulations, including alcohol purchasing, food & beverage reporting, and license renewals.
• Order office and operational supplies and oversee vendor relationships, ensuring timely payments and accurate account management.
• Develop and maintain standard operating procedures (SOPs) for administrative and operational processes.
• Support onboarding of new members and assist with account setup, billing schedules, and member communications.
• Oversee accounts receivable and accounts payable, including recurring billing, statement corrections, and collections of outstanding balances.
• Manage departmental budgets, monitor spending, and identify cost-saving opportunities.
• Reconcile daily, monthly, and periodic financial reports, including comp tracking, deferred revenue, gift certificate and credit book accounts, and manager expense accounts.
• Ensure proper documentation and approval for all expenditures and reconciliations.
• Work closely with department heads to ensure accurate coding of expenses and reporting of financial data.
• Serve as a liaison between the business office, management, and department teams to facilitate smooth operations.
• Assist with special projects, employee recognition events, and internal operational initiatives.
• Support the implementation of new software modules and upgrades, including system configuration, training, and adoption.

Required:

• Associate's degree in Accounting, Business Administration, Hospitality Management, or related field required; bachelor's degree preferred.
• Minimum of 3 years of experience in office management, accounting, or hospitality operations, preferably in private clubs or service environments.
• Experience with financial management software (e.g., Jonas, Quick Books, or similar) and Microsoft Office Suite.

Preferred:

• Bachelor's degree in Accounting, Business Administration, or related field.
• Prior experience in private club, resort, or hospitality finance operations.
• Familiarity with payroll systems and basic HR-related recordkeeping (e.g., labor reporting, timesheet verification).

• Strong organizational, analytical, and problem-solving skills.
• Attention to detail and accuracy in financial and operational processes.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to prioritize tasks and adapt to changing priorities in a fast-paced environment.
• Professionalism, discretion, and integrity in handling sensitive information.
• Ability to work collaboratively across departments and independently with minimal supervision.