HR, Bookkeeping & Operations Manager

Role Purpose

The HR, Bookkeeping & Operations Manager is a senior, multi-disciplinary role that sits at the intersection of people, quality assurance, finance, and operations at EssentiaLyfe. This position is responsible for ensuring the company runs at peak efficiency — overseeing day-to-day platform operations, leading and developing internal teams, managing all Human Resources functions, maintaining accurate financial records and policy compliance, and handling insurance and rental claims from start to resolution. The ideal candidate is a strategic thinker and a hands-on executor who thrives in a fast-paced luxury hospitality environment. They are equally comfortable designing operational systems, managing people with empathy and authority, keeping the books with precision, and navigating complex claims with professionalism. This is a high-impact leadership role with direct visibility to the CEO and the opportunity to shape the operational foundation of a growing luxury brand.

About Us

EssentiaLyfe is a boutique luxury villa rentals agency specializing in residential vacation rentals, event venues, and film locations across the Los Angeles market. With access to over 5,000 curated properties, we also offer concierge services, property management, event management, and more. We are a team that values passion, innovation, and a genuine appreciation for high-end real estate. At EssentiaLyfe, we empower our people to bring out the best in themselves — and in each other. Learn more at www.essentialyfe.com.

Key Responsibilities

Operations & Platform Management

• Oversee the daily operational functions of the EssentiaLyfe platform, ensuring all processes run efficiently and to the highest standard of quality
• Develop, implement, and continuously improve operational systems, workflows, and standard operating procedures (SOPs) across all departments
• Monitor platform performance and proactively identify bottlenecks, inefficiencies, or service gaps — then develop and execute actionable solutions
• Ensure all bookings, listings, and client interactions are processed accurately, promptly, and in alignment with EssentiaLyfe’s brand standards
• Coordinate scheduling and logistics for property walkthroughs, photography, listing launches, and event setups
• Serve as the escalation point for operational issues, resolving challenges swiftly and professionally
• Compile and analyze operational data, KPIs, and performance reports to inform leadership decisions and drive continuous improvement
• Collaborate cross-functionally with all departments to ensure company-wide alignment on goals, priorities, and execution

Team & Staff Management

• Lead, mentor, and support cross-functional teams including client relations, homeowner onboarding, and concierge staff
• Set clear performance expectations, conduct regular check-ins, and ensure team members have the tools and support they need to excel
• Foster a positive, inclusive, and high-performance workplace culture rooted in EssentiaLyfe’s core values
• Schedule and assign team responsibilities to ensure adequate coverage and seamless service delivery at all times
• Coach and motivate team members to consistently exceed performance goals

Human Resources

• Manage end-to-end HR functions including recruitment, onboarding, employee relations, performance management, compliance and offboarding
• Implement and maintain HR operational strategies, policies, and procedures in alignment with company culture and legal requirements
• Support leadership with talent strategy, succession planning, and internal development programs
• Coordinate training needs and employee development activities across all departments
• Ensure legal compliance by monitoring and implementing applicable federal and state HR requirements, conducting investigations, and maintaining accurate records
• Manage a competitive and equitable pay plan through periodic surveys, job evaluations, and pay structure recommendations
• Implement and administer employee benefits programs, ensuring staff are informed and well-supported
• Maintain and update job descriptions, employee records, and HR documentation systems for accuracy and compliance

Bookkeeping & Finance

• Receive, match, and process all incoming invoices; route for approval, enter into the accounting system, and ensure timely and accurate vendor payments
• Prepare and process payroll accurately and on schedule
• Maintain detailed, up-to-date reconciliations of all balance sheet accounts and perform month-end close procedures
• Prepare financial statements, monthly & year-end closeout reports, and accounting schedules
• Accrue expenses, assign account numbers, and request disbursements as needed
• Create, implement, and maintain corporate accounting policies and procedures
• Ensure all financial records are maintained in compliance with accepted standards and internal policies
• Prepare documentation for external auditors and resolve any accounting discrepancies or irregularities
• Support leadership with operational budgeting, cost control analysis, and financial reporting

Claims Management

• Serve as the primary point of contact for all rental-related insurance claims, property damage reports, and dispute filings
• Manage the full claims lifecycle — from initial intake and documentation to investigation, resolution, and final reporting
• Coordinate with homeowners, guests, insurance carriers, and legal counsel as needed to facilitate prompt and fair claims resolution
• Maintain accurate and organized claims records, ensuring all documentation is complete, compliant, and audit-ready
• Identify patterns in claims activity and recommend preventative measures or policy updates to reduce future exposure
• Ensure all claims are handled in accordance with EssentiaLyfe’s standards of transparency, fairness, and integrity

Skills & Competencies

• Proven leadership skills with the ability to manage, motivate, and develop diverse teams in a fast-paced, luxury environment
• Exceptional organizational skills — capable of managing multiple priorities, departments, and deadlines simultaneously without compromising quality
• Strong analytical mindset — able to interpret operational data, financial records, and HR metrics to drive sound, strategic decision-making
• Outstanding verbal and written communication skills; ability to engage effectively with staff, clients, homeowners, vendors, and senior leadership
• High emotional intelligence (EQ) — approaches all interactions with professionalism, empathy, and discretion
• Business acumen — understands the financial, operational, and people implications of decisions in a dynamic luxury service environment
• Creative problem solver — calm under pressure, solutions-oriented, and energized by complex challenges
• Self-starter who takes full ownership, works independently, and consistently delivers results
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint); experience with QuickBooks, Xero, Workday, and/or CRM platforms highly preferred
• Strong understanding of financial compliance, HR law, and risk management principles
• Entrepreneurial spirit with a genuine passion for operational excellence and luxury hospitality standards

Qualification & Experience

• Bachelor’s degree in Business, Operations Management, Human Resources, Finance, or a related field; Master’s degree preferred
• Minimum 5 years of progressive experience across operations, HR, bookkeeping, or a combination of these disciplines
• 3+ years of experience in a supervisory or people management role
• 3+ years of experience in employee relations and/or labor relations
• PHR/SPHR certification preferred
• Experience with QuickBooks, Xero, or similar accounting platforms
• Prior experience managing insurance claims, property damage disputes, or rental-related claims is a strong plus
• Demonstrated ability to design and implement operational SOPs and process improvements
• Proven track record of success in a high-energy, fast-paced, client-facing environment
• Experience managing multiple timelines, tight deadlines, and operational constraints simultaneously
• Open to learning new technology platforms, services, and tools
• Valid driver’s license and reliable personal vehicle required
• Active LinkedIn profile required

Salary & Benefits

Compensation is commensurate with experience. EssentiaLyfe offers a supportive and rewarding work environment, including:

• Friday lunches provided
• Weekly pay
• Commuter benefits
• Wellness Classes
• Free Coffee
• Bring your dog to work as needed (Terms Apply)
• Compensation TBD based on experience and knowledge