Office Manager

POTOMAC HOSPITALITY GROUP INC•Bowie, MD

23d•$55,000

About The Position

Every great hospitality operation runs on two things: the people in front of the guest and the systems behind the scenes that make it all possible. At Potomac Hospitality Group, the Office Manager is the person who holds those systems together — and owns them completely. This is not a role where you wait for direction. You are not a support function. You are the operational owner of everything in your lane — compliance, communications, platforms, vendors, HR, and the administrative infrastructure that keeps PHG running at its best. When something in your area is incomplete, off-track, or overdue, that is on you to fix. Proactively. Without being asked. We are looking for someone who takes deep pride in ownership. Who sees a task through from start to finish — every time. Who builds systems that work, maintains them, and improves them. Who the team and leadership can count on completely because you have never once dropped the ball. If that describes the way you naturally work — this is your role. And if you grow into it the way we believe the right person will — this role has a defined path to Director of Operations within two years. We are building something at PHG, and we want the person who runs our operations to grow with us. You don’t manage this role. You own it. ABOUT POTOMAC HOSPITALITY GROUP Potomac Hospitality Group is a full-service hospitality management company with over 10 years of experience delivering exceptional food and hospitality experiences across the Metro DC region and beyond. We serve corporate clients, government agencies, educational institutions, film and production companies, and private clients — and we are growing. Connecting people. Creating impact. One extraordinary experience at a time.

Requirements

You are an owner — your areas of responsibility are yours completely, and you treat them that way
You are a finisher — tasks don’t linger, they get closed out completely and correctly
You are proactive — you identify what needs attention before it becomes a problem and you handle it
You are highly organized — multiple deadlines, platforms, and competing priorities are your normal, not your challenge
You communicate clearly and warmly — with leadership, team members, vendors, and external partners
You are tech-comfortable — you learn new platforms quickly and manage data with precision and accuracy
You are discreet and professional — HR and operational information is handled with the highest level of care
You are a cultural fit — you understand hospitality, you value what it takes to deliver an exceptional experience, and you take pride in being the person who makes it possible
3–5 years of experience in hospitality operations, office administration, event coordination, HR support, or a related role
Strong written and verbal communication skills
Minimum High School Diploma or GED
Must be able to pass a Level II background check

Nice To Haves

Experience in a restaurant, catering company, hotel, or event operations environment strongly preferred
Proficiency with ADP, 7Shifts, Tripleseat, Toast, or similar hospitality platforms
undergraduate degree preferred

Responsibilities

Coordinate internal communications between leadership and team members across all PHG operations
Manage external communications with vendors, partners, and operational contacts
Ensure leadership is informed of key updates, deadlines, and action items
Support executive leadership with scheduling, correspondence, and day-to-day operational needs
Maintain organized digital and physical filing systems across all PHG business functions
Input, update, and maintain data across all platforms including Tripleseat, Toast, 7Shifts, and the PHG website
Ensure menu changes, pricing updates, and event-specific menus are reflected accurately and promptly across all systems
Coordinate with culinary leadership and operations to capture menu updates in real time
Serve as the point of contact for platform-related issues and coordinate resolutions with vendors or tech support
Manage day-to-day relationships with vendors, suppliers, and service providers
Track vendor contracts, agreements, and renewal timelines
Coordinate ordering, delivery, and vendor communications in support of event and operational needs
Maintain an organized vendor contact database and documentation
Manage business licenses and permits across Maryland and DC
Track and renew health permits, catering permits, and event permits
Maintain certification renewals including ServSafe and regulatory registrations
Manage annual memberships and vendor registrations (AMAC, RAMW, PG Chamber, NMSDC, etc.)
Coordinate business insurance policies including vehicle, workers’ comp, and umbrella coverage
Maintain a master compliance calendar with proactive renewal reminders
Manage job postings, resume screening, interview scheduling, and candidate communications
Lead onboarding for new team members — welcome materials, system access (ADP, 7Shifts, Tripleseat), and orientation coordination
Maintain employee records and HR documentation in ADP
Support performance evaluation processes, incident reporting, and offboarding procedures
Coordinate team engagement activities, leadership retreats, and employee recognition initiatives
Support employee benefits programs and wellness initiatives
Support scheduling and administrative coordination for catering and hospitality events
Ensure event documentation, contracts, and permits are organized, compliant, and filed
Coordinate internal communications between leadership, kitchen, and event teams in the lead-up to events
Support staffing coordination and operational readiness across events