Office Manager

Jobtailor; Dallas (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor is seeking an experienced office administrator/operations coordinator in Dallas to support conferences and events from planning through execution. The role includes managing facilities, coordinating staff and volunteers, handling procurement, and maintaining financial records.

Ideal candidates have a degree and 5+ years in admin/office management, with hospitality or event planning experience preferred. Strong organization, communication, and leadership skills are essential for success.

Qualifications

• Bachelor's or Associate degree or equivalent combination of education and experience.
• Minimum of five years in administrative support or office management.
• Hospitality or event planning experience preferred.
• Exceptional listening and customer service skills, professional under pressure.
• Strong organization, multitasking, and attention to detail in a fast-paced setting.
• Solid problem-solving, root-cause analysis, and practical solution implementation.
• Strong interpersonal skills with staff, vendors, and volunteers.
• Proficiency with Microsoft Outlook; Canva familiarity a plus.
• Clear communication, professional image at all times.
• Growth mindset with desire to learn and improve.
• Sound judgment and decision-making under stress.
• Leadership and team management experience.

Responsibilities

• Support planning and execution of conferences, meetings, and events from request to completion.
• Coordinate event delivery, schedules, tasks, and staff/volunteers to ensure high-quality execution.
• Prepare invoices, guest check-outs, and post-event surveys; maintain Master File documentation.
• Oversee daily facility operations: lodging, meeting rooms, and common areas.
• Monitor the center budget, expenses, vendor contracts, and resource allocation.
• Assist in processing payables and maintaining financial records with Finance.
• Maintain office technology systems—security cameras, IT equipment, printers—to ensure uptime.
• Oversee procurement and inventory of supplies for cost-effective purchasing and timely delivery.
• Develop and maintain SOPs for event coordination and daily operations.
• Coordinate internal communications, staff meetings, recognition, training; foster teamwork and engagement.

Skills

Organizational abilities

Problem-solving

Interpersonal skills

Communication skills

Professionalism

Leadership

Team management

Education

Associate or Bachelor's degree

Equivalent combination of education and experience

Job description

Responsibilities

• Support the planning and execution of conferences, meetings, and events from initial request through completion, ensuring all logistical details are managed efficiently and accurately.
• Oversee and supervise the delivery of events by coordinating schedules, assigning tasks, and guiding staff and volunteers to ensure high-quality execution and guest satisfaction.
• Prepare final invoices, guest check-outs, post-event surveys, and ensure accurate documentation by maintaining and updating the Master File.
• Manage day-to-day facility operations, ensuring lodging accommodations, meeting rooms, and common areas are clean, functional, and guest-ready at all times.
• Assist in monitoring the Center’s general budget, including expense tracking, vendor contracts, and resource allocation to ensure cost-effective operations.
• Provide support in processing payables, recording deposits, and maintaining accurate financial records in coordination with the Finance Department.
• Oversee and maintain office technology systems including surveillance cameras, telecommunications, IT equipment, and printers, ensuring consistent functionality and timely troubleshooting.
• Manage procurement processes and inventory of office supplies, including stationery, furniture, appliances, and electronics. Ensure cost-effective purchasing and timely delivery to support operational efficiency.
• Develop, implement, and maintain standard operating procedures for both event coordination and daily office operations, ensuring consistency, compliance, and service excellence.
• Coordinate internal communications, staff meetings, employee recognition, celebrations, and training initiatives. Foster a positive work culture by supporting staff development and promoting teamwork and employee engagement through incentive programs and continuous improvement strategies.

Requirements

• Associate or Bachelor's degree, or equivalent combination of education and relevant experience.
• Minimum of five (5) years of experience in an administrative support or office management role.
• Prior experience or familiarity with the hospitality or event planning industry preferred.
• Exceptional listening and customer service skills, maintaining a high level of professionalism and a calm demeanor under pressure.
• Strong organizational abilities with proven capacity to manage multiple priorities and maintain attention to detail in a fast-paced environment.
• Effective problem-solving skills, including the ability to identify root causes and implement practical solutions.
• Strong interpersonal skills with the ability to build positive relationships with employees, clients, vendors, and volunteers.
• Technologically proficient, especially in Microsoft Outlook; familiarity with design tools such as Canva is a plus.
• Clear communicator with excellent verbal and written communication skills; able to maintain a professional image at all times.
• Growth-oriented with a strong desire to learn and continuously improve.
• Demonstrates sound judgment and decision-making, especially in high-pressure situations.
• Strong leadership and team management capabilities, with experience guiding employees and volunteers toward shared goals.

Hard Skills

• Event Coordination
• Budget Tracking
• Procurement Processes
• Standard Operating Procedures
• Inventory Management

Soft Skills

• Organizational Abilities
• Problem-Solving Skills
• Interpersonal Skills
• Communication Skills
• Professionalism