Bilingual Office Manager - West Loop

DineAmic Hospitality•Chicago, IL

21d•$62,500 - $65,000

About The Position

The Office Manager supports the restaurant’s day-to-day operations through financial administration, office coordination, and administrative support for Human Resources and Finance & Accounting. The role handles invoice processing, financial reconciliations, chargebacks, cash-handling procedures, vendor documentation, and restaurant licenses and permits. It also provides onboarding support and facilitates employee paperwork submissions using HR-approved procedures. The ideal candidate demonstrates integrity, attention to detail, dependable follow-through, and the ability to manage competing priorities in a high-volume hospitality environment. Spoken and written English proficiency is required; Spanish proficiency is preferred. The position involves working in office and restaurant environments and may require occasional travel based on business needs.

Requirements

At least two years of professional administrative experience or equivalent relevant experience.
Proficiency in spoken and written English.
Experience with cash-handling procedures, including safe counts, deposits, and reconciliations.
Proficiency in Microsoft Word and Excel.
Strong organizational, communication, and follow-through skills, with the ability to manage deadlines and competing priorities.
Ability to handle confidential information with discretion and sound judgment.
Ability to stand and walk for extended periods and move through dining rooms, bars, kitchens, storage areas, and offices.
Ability to occasionally lift, carry, push, or pull up to 25 pounds.
Ability to bend, reach, stoop, and navigate stairs as needed within restaurant facilities.
Ability to work in a fast-paced, high-volume hospitality environment with frequent interruptions and changing priorities.
Availability to work evenings, weekends, and holidays as business needs require.

Nice To Haves

Proficiency in spoken and written Spanish.
Bachelor’s degree.
Hospitality experience.
Familiarity with OpenTable.

Responsibilities

Collect, code, enter, and submit approved invoices for food, beverage, repairs, maintenance, and other vendor services.
Complete daily financial reconciliations and safe audits; prepare deposits and obtain change as needed.
Prepare and reconcile information for weekly financial reporting, including delivery platform transactions, sales reports, refunds, safe counts, cash drops, and debit card transactions.
Identify financial discrepancies and coordinate with restaurant management and Finance & Accounting to resolve them.
Track and respond to chargebacks within required deadlines, gathering supporting documentation and coordinating with Finance & Accounting.
Collect and maintain vendor Certificates of Insurance, W-9s, and other required documentation.
Coordinate applications and renewals for restaurant licenses and permits, maintain records, and track deadlines.
Answer incoming calls, monitor voicemail, route messages, and respond to routine inquiries.
Monitor the restaurant’s info@ inbox and respond to general inquiries; route event inquiries and guest recovery matters to the appropriate teams.
Support new-employee onboarding, including paperwork, introductions, facility tours, safety orientations, and access to Toast and scheduling platforms.
Assist with tracking and documenting required training and certifications, including harassment prevention training, food handler certifications, and BASSET certifications, as applicable.
Facilitate timely submission of employee change forms, corrective action documentation, and termination paperwork to HR; direct employment and policy questions to HR.
Maintain organized administrative records and protect confidential employee, financial, and business information.
Maintain the cleanliness, organization, and security of office and designated storage areas.
Perform additional administrative duties within the scope of the role.