Bilingual Office Manager - West Loop

DineAmic Group; Chicago (IL); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401K + Match

Paid Time Off

Paid Sick Leave

Commuter Benefits

Employee Assistance Program

Job summary

DineAmic Group in Chicago seeks an Office Manager to handle day-to-day operations, financial administration, vendor coordination, and HR support, including onboarding and employee paperwork using approved procedures.

The ideal candidate demonstrates integrity, attention to detail, and the ability to manage competing priorities in a fast-paced hospitality environment. English proficiency is required; Spanish preferred.

Qualifications

• Two years of professional administrative experience or equivalent.
• Proficiency in spoken and written English.
• Spanish proficiency preferred.
• Experience with cash-handling procedures, deposits, and reconciliations.
• Proficiency with Microsoft Word and Excel.

Responsibilities

• Process invoices and code/enter for vendor services.
• Complete daily financial reconciliations and safe audits.
• Prepare and reconcile weekly financial reports (delivery transactions, sales, refunds).
• Respond to chargebacks and coordinate with Finance & Accounting.
• Coordinate licenses and permits, maintain vendor documentation.
• Onboard new employees and assist with HR paperwork.
• Answer calls and manage general inquiries; handle event inquiries.

Skills

Office Administration

Cash Handling

Invoice Processing

Vendor Management

HR Support

OpenTable

Toast

English Proficiency

Spanish (preferred)

Education

Bachelor’s degree preferred

Tools

OpenTable

Excel

Word

Job description

The Office Manager supports the restaurant’s day-to-day operations through financial administration, office coordination, and administrative support for Human Resources & Finance & Accounting. Responsibilities include processing invoices, reconciling financial records, responding to chargebacks, overseeing cash-handling procedures, maintaining vendor documentation, and coordinating licenses and permits. The Office Manager also provides onboarding support and facilitates the 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. Proficiency in spoken and written English is required; Spanish proficiency is preferred.

Essential Responsibilities + Duties

Compliance + Finance & Accounting Support

• 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.

Office + People Operations

• 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.
• Onboard new employees, including assistance with new hire 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 the 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.

Experience + Education Requirements

• At least two years of professional administrative experience or equivalent relevant experience.
• Proficiency in spoken and written English.
• Proficiency in spoken and written Spanish preferred.
• 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.
• Bachelor’s degree preferred.
• Hospitality experience and familiarity with OpenTable preferred.

Physical Demands + Work Environment

• 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.
• Work is performed in office and restaurant environments, with exposure to moderate noise levels, temperature fluctuations, and active kitchen and dining operations.
• This role is designated as “Limited Travel May Be Required.” Travel is occasional and based on business needs, such as meetings, training, inter-office collaboration, or special projects.

The essential functions of this position may be performed with or without reasonable accommodation.

Core Competencies

• Accountability
• Adaptability
• Communication Skills
• Emotional Intelligence
• Integrity
• Personal Development
• Professionalism
• Self-Management
• Teamwork and Collaboration
• Technical Proficiency with computers and POS systems

Benefits + Perks

• BCBS Medical
• BCBS Dental
• EyeMed Vision
• Company-paid Short-term Disability Insurance
• Company-paid Life and AD&D Insurance
• Company-paid Employee Assistance Program
• Paid Time Off
• Paid Sick Leave
• Commuter Benefits
• 401K + Match
• Monthly Food & Beverage Allowance and Discount

Dineamic Hospitality is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, genetic information, disability or protected veteran status.