Bilingual Office Manager - West Loop

DineAmic Hospitality•Chicago, IL

19d•Onsite

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 invoices, financial reconciliations, chargebacks, cash-handling procedures, vendor documentation, and restaurant licenses and permits. It also supports employee onboarding and facilitates submission of employee paperwork 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; spoken and written Spanish proficiency is preferred. Work takes place in office and restaurant environments, including dining rooms, bars, kitchens, storage areas, and offices. The environment can include moderate noise, temperature fluctuations, and active kitchen and dining operations. Occasional travel may be required for business needs, such as meetings, training, inter-office collaboration, or special projects. The essential functions may be performed with or without reasonable accommodation.

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 restaurant facilities.
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.
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, gather supporting documentation, and coordinate 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, respond to general inquiries, and route event inquiries and guest recovery matters to appropriate teams.
Support onboarding of new employees, including paperwork, introductions, facility tours, safety orientations, and Toast and scheduling platform access.
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.