Administrative Office Manager
Responsible to: People (HR) and Finance Consultants
Job Type: Full Time, Regular
Department: Support Office
Job Overview: We are seeking a dedicated and detail-oriented Office Manager to join our dynamic team for a passion in the hospitality industry. The Office Manager will support the People (HR) and Finance functions in ensuring smooth and efficient operations. This role is essential in fostering a positive and supportive workplace culture while ensuring the Club’s People and Finance practices align with industry standards and regulations. This individual will ensure the accuracy of financial and HRIS records, process transactions, payroll, benefits and employee information, handle daily accounting tasks, assist with financial reporting, and ensure compliance with accounting and human resources standards and regulations. This role is crucial in maintaining accurate records and contributing to the smooth operation of the establishment.
Key Responsibilities:
Assist with job postings on various platforms and manage applicant tracking.
Schedule interviews and coordinate with hiring managers.
Facilitate the onboarding process, including orientation sessions and paperwork completion.
Maintain accurate and up-to-date employee records, including attendance, performance and personal information documentation.
Ensure compliance with confidentiality and data protection regulations.
Assist in communicating employee benefits and resolving related queries.
Support in addressing employee concerns and escalating complex issues to the Chief People Consultant.
Help organize staff meetings, training sessions, and team-building activities.
Manage HR-related inquiries from employees and management.
Provide administrative support and assist with special projects and initiatives as assigned.
Assist in preparing and processing payroll for staff.
Ensure accurate records of employee hours, tips, commissions, and other employee-related payments.
Process invoices, receipts, payments, and reimbursements.
Monitor accounts payable and accounts receivable, ensuring timely payments and collections.
Conduct monthly statement reconciliations; follow up with vendors and suppliers on outstanding invoices or discrepancies.
Assist in monitoring food and beverage costs to optimize profitability.
Assist in analyzing inventory data to identify waste or inefficiencies.
Manage the purchasing and inventory system. Approving and reviewing invoices as needed.
Generate and send invoices for catering or group bookings and follow up on outstanding balances.
Handle inquiries from vendors, suppliers, guests and staff regarding financial matters.
Count daily cash deposits, verify deposits and prepare deposit for armored car pickup
Review and record daily sales from POS, PMS, and retail software
Reconcile bank statements, credit card transactions, and petty cash accounts.
Reconcile daily deposits: credit cards, cash, and third party vendors.
Conduct inventory spot checks at month end and year end.
Support in preparing monthly, quarterly, and annual financial reports.
Assist in tracking budgets, monitoring expenses, and identifying cost-saving opportunities.
Provide financial summaries and insights to management as needed.
Assist in preparing documentation for audits and tax filings.
Provide administrative support including filing, correspondence, and data entry.
Support special financial projects as directed by the Finance Consultant and CFO.
Ensure compliance with local, state, and federal accounting regulations.
Maintain accurate records of cash flow, inventory purchases, and operational costs.
Support in preparing reports for tax filings.
Prepare month end journal entries.
Reconcile and balance general ledger accounts.
Assist with preparing balance sheet reconciliations and supporting documentation.
Adhere to company timelines for month end and year end closing.
Required Skills/Qualifications:
Will require evening, weekend, or holiday hours depending on hotel and restaurant operations, peak business periods and/or end-of-month reporting deadlines.
Ability to handle sensitive information with confidentiality.
Excellent organizational and time-management / multitasking abilities.
Excellent interpersonal and communication skills.
Ability to work under pressure and meet tight deadlines.
Enthusiastic and team-oriented attitude.
Passion for the hospitality and restaurant industry.
Ability to thrive in a fast-paced, high-energy environment.
Maintains knowledge of acceptable accounting practices and procedures relevant to the restaurant industry.
High school diploma or equivalent required.
3-4 years of experience in an accounting role, with at least 1 year of management experience.
Prior experience in an HR or administrative role is ideal.
Proficiency in HR software and Microsoft Office Suite.
Proficiency in accounting software
Proficiency in Microsoft office required (e.g. Microsoft Excel, Word, Outlook).
Strong numerical and analytical skills.
Attention to detail and accuracy in financial records and reporting.
Ability to work independently and as part of a team.
Knowledge of basic accounting principles and practices.
Preferred Qualifications:
Restaurant and/or hospitality industry experience is strongly preferred.
Familiarity with restaurant operations and point-of-sale (POS) systems.
Understanding of food cost management and profit margins.
Bachelor’s degree in Business Administration, or a related field preferred.
Experience with inventory management and cost control in a restaurant setting.
Prior experience using Oracle Netsuite or Sage Intacct preferred
Note: This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time.