Front Desk Manager

BIBA Social; West Palm Beach (FL); On-site; USD 35,000 - 55,000; Full time

Benefits offered by this job

Flexible scheduling

Founding team opportunity

Growth across roles

Job summary

BIBA Social in West Palm Beach, FL is seeking a Front Desk, Membership & General Administration professional to welcome guests, manage inquiries, and support event logistics. You will handle inbox communications, ATS coordination, interview scheduling, and data management, while assisting with catering, invoices, expense tracking, and daily office operations.

Ideal candidates have 1–2 years in hospitality or admin, strong Microsoft Office and Google Suite skills, and a professional, friendly

Qualifications

• Comfortable using Microsoft Office and Google Suite.
• Experience with ATS platforms preferred.
• Strong communication and a warm, professional demeanor.
• 1–2 years of experience in hospitality, administration, or customer service.

Responsibilities

• Greet guests and callers with a warm, polished presence.
• Monitor shared inboxes and respond to inquiries.
• Assist with event logistics, scheduling, and vendor communication.
• Provide light catering and setup support.
• Update internal systems and member-facing information.
• Coordinate interview scheduling and ATS management.
• Support accounting tasks: invoice processing and expense tracking.
• Maintain digital and physical records, receipts, and reports.
• Ensure documentation accuracy and compliance with procedures.
• Assist with member inquiries and onboarding.
• Recordkeeping and cross-departmental project support.

Skills

MS Office

Google Suite

ATS experience

Communication skills

Hospitality experience

Job description

Front Desk, Membership & General Administration

• Guest greeting & hospitality — Welcome callers and guests with a warm, polished, and professional presence
• Inbox & communication support — Monitor shared inboxes, respond to inquiries, and ensure timely, accurate communication
• Event logistics — Assist with scheduling, coordination, vendor communication, and day‑of event support
• Catering & setup support — Provide light administrative assistance for catering, event prep, and internal coordination
• Data & web management — Support updates to internal systems, digital records, and member‑facing information
• Interview scheduling — Coordinate interviews, maintain organized candidate files, and ensure a smooth candidate experience
• ATS management — Update pipelines, track candidate progress, and support the full candidate lifecycle
• Candidate outreach — Assist with communication, follow‑ups, and scheduling touchpoints
• Project management — Support ongoing administrative, operational, and cross‑departmental projects
• Office operations — Maintain accurate digital and physical records; assist with errands, supply runs, and general office upkeep
• Invoice processing — Assist with receiving, organizing, and preparing invoices for review
• Expense tracking — Support coding, logging, and reconciling expenses in coordination with the Controller
• Payment preparation — Help prepare payment packets, vendor documentation, and weekly check runs
• Recordkeeping — Maintain organized digital and physical financial files, statements, and receipts
• Reporting support — Assist with pulling data, updating spreadsheets, and preparing simple financial summaries
• Compliance & accuracy — Ensure documentation is complete, accurate, and aligned with internal accounting procedures
• Membership inquiries — Assist with inbound interest, initial screening, and information requests
• Member communication — Support onboarding, follow‑ups, and ongoing member service needs
• Recordkeeping — Maintain organized membership files, communication logs, and status updates

Event & Reservation Coordination (Future)

• Reservation support — Assist with future dining, event, and experience reservations
• Event coordination — Support planning, communication, and execution of club programming and member events

Required Skills & Qualifications

• Comfortable using Microsoft Office (Word, Excel, Outlook) and Google Suite
• Experience with ATS platforms preferred
• Strong communication skills and a warm, professional demeanor
• 1–2 years of experience in hospitality, administration, or customer service (preferred, not required)
• Reliable, detail‑oriented, and eager to grow

Why Join BIBA Social

• Be part of the Founding Team of a new, invitation‑only private club
• Grow across HR, recruiting, events, guest services, accounting, and operations
• Flexible scheduling with steady monthly work
• Supportive team that values professionalism, curiosity, and excellence

BIBA Social is an Equal Opportunity Employer committed to fostering a diverse workplace (M/F/D/V). Applicants must have legal permission to work in the United States.