Office Manager

Job Title: Front Office Manager
 Reports To: General Manager
 Coordinates With: Department Heads, Business Office, Membership, F&B, Events
 Position Type: Full-Time

Position Overview

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.

About Us:

At The Virginian Golf Club & Nicewonder 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 led by a James Beard-nominated chef — 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.

Key Responsibilities

• 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.

Qualifications

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, QuickBooks, or similar) and Microsoft Office Suite.

Preferred:

Knowledge, Skills, and Abilities (KSAs):

• 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.

Work Environment / Physical Requirements

• Office environment within the club with frequent interaction across departments and with members.
• Some physical activity may be required, including walking and lifting light items.
• Fast-paced, member-focused environment requiring flexibility and responsiveness.

Benefits of Joining Our Team

At The Virginian Golf Club, Nicewonder Inn, and Nicewonder Farm & Vineyards, we believe our employees are the heart of our success. We’re proud to offer a supportive, rewarding workplace with benefits designed to help you thrive both personally and professionally.

Our benefits include:

• Competitive Pay – Fair wages with opportunities for growth.
• Health & Wellness – Comprehensive medical, dental, and vision coverage, plus company-provided life insurance at no cost to you.
• Retirement Planning – 401(k) plan with company contribution.
• Paid Time Off – Vacation, holidays, and sick time to support work–life balance.
• Team Member Discounts – Special pricing on lodging, dining, and vineyard experiences.
• Beautiful Work Environment – A scenic setting across 1,500 acres of rolling hills, vineyards, and golf greens.
• Career Growth – Training, mentorship, and advancement opportunities across hospitality, golf, and agricultural operations.
• Positive Culture – Be part of a professional team that values respect, collaboration, and excellence in service.

EEO Statement

The Virginian Golf Club L.C. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.