Job Description

The Office Manager will be responsible for managing the day to day operations of the organization. Functional areas include management of office and support the COO and Corporate Leadership team. The ideal candidate is a highly motivated, talented, upbeat, organized and service-oriented person who has fantastic people skills.

Essential Functions:

• Open and close office during operating hours
• Answering, screening and directing calls on a multi-line phone system
• Greeting and assisting visitors in a friendly and professional manner
• Managing meeting room calendars
• Managing incoming and outbound mail
• Maintaining the corporate directory
• Maintaining the internal shared website resources
• Maintaining the orderliness of the mail room, meeting rooms, kitchen and other shared spaces, including stocking of inventory
• Point of contact for building maintenance issues, copy machine issues and office supply requests.
• Assisting various departments with administrative needs (copying, mailings, correspondence, travel plans, etc.)

Additional Job Responsibilities, as needed:

• Create and modify documents such as reports, memos, letters, and spreadsheets using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office or other programs
• Provide support using PowerPoint and Excel to create dashboards, charts, spreadsheets, statistical tables, databases and ad hoc reports, etc.
• Prepare and/or collect visual and written materials for meetings and presentations including slides and/or PowerPoint files
• Coordinate communication with the Corporate employees and Chartwell Hospitality property GMs and leadership teams
• Arrange events or meetings by coordinating facilities and caterer, issuing invitations, information and documentation, coordinating external and internal customers
• Schedule, reserve and prepare conference room for meetings, including AV equipment as needed
• Attend meetings, committee meetings or other meetings as requested in order to record minutes and then compile, transcribe and distribute minutes of meetings
• Update and maintain Chartwell Hospitality’s digital information resource (shared drive)
• Other duties as assigned

Education:

• High school diploma or equivalent

Experience:

• Minimum of three years of office managing and/or high-level administrative experience in a professional office setting.
• Knowledge of principles and practices of basic office management and organization

Knowledge and Skills:

• Strong working knowledge of Microsoft Office.
• Ability to keep sensitive information highly confidential at all times.
• Excellent written and verbal communication skills.
• Strong and pleasant telephone and interpersonal skills, and the ability to deal professionally with clients, vendors and co-workers on the phone and in person.
• Excellent organizational and time management skills, ability to take initiative, use good judgment, demonstrate a strong sense of urgency and attention to detail, and carry multiple projects through to completion.
• Ability to work independently, prioritize work and ask for further clarification when necessary.
• Ability to be flexible and work under pressure with tight time constraints, as well as the ability to deal with frequent interruptions, unresolved situations, frequent change, delays or unexpected events.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit; stand; bend; walk; use hands or finger; or feel objects, tools or controls; lift boxes (up to 15 pounds); talk and hear. Vision abilities required by this job include close vision to a computer screen.

Benefits:

• Hotel and Travel Discounts
• Medical
• Dental
• Vision
• Life & AD/D and Voluntary Plans
• Long/Short Term
• Critical Illness
• 401-K with Company Match
• Professional Development and Growth Opportunities
• Competitive Compensation: Based on Experience