Office Manager

XANTERRA TRAVEL COLLECTION; Miami (FL); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical Benefits

Dental & Vision

401(k) with Match

Education Assistance

Vacation & Holidays

Job summary

Windstar Cruises, a world-class small-ship cruise line, seeks an Office Manager to ensure smooth corporate office operations and a welcoming environment. You will coordinate employees, leadership, vendors, and visitors while managing facilities, onboarding, and events.

The role supports executive leadership, drives workplace experience, and collaborates with HR to strengthen culture. A fast-paced, detail-oriented professional with 5+ years of similar experience will thrive here.

Qualifications

• 5+ years of executive administrative assistance experience.
• Experience in travel/hospitality a plus.
• Advanced proficiency with Microsoft 365 suite; desk booking software, Smartsheet, and AI tools for workplace management.

Responsibilities

• Serve as receptionist, greeting employees, vendors, visitors, and guests.
• Oversee day-to-day office operations and establish safe, functional workplace procedures.
• Manage vendor relationships, contracts, and procurement; coordinate signatures when required.
• Support HR Admin budgets, invoices, and cost-control decisions with the HR Data Analytics Manager.
• Assist with executive visits, VIPs, and company owners, including logistics and on-site support.
• Plan and coordinate office meetings, team-building activities, and employee events.

Skills

Executive support

Customer service

Communication

Attention to detail

Discretion

Multitasking

Tools

Microsoft 365

Desk booking software

Smartsheet

AI tools for workplace mgmt

Job description

Overview

Awarded World’s Best Small Ship Cruise line, Windstar Cruises is known for intimate yacht style experience and unique voyages to the world’s best small ports and hidden harbors. Its three sailing yachts and four all-suite yachts carry just 148 to 342 guests and cruise around the world. Our mission is to imagine and deliver personalized and immersive experiences 180 degrees from ordinary. We enrich people’s perspective through inspired travel.

Our Mission: Enriching Lives Through Travel

Our Values: Guest Obsessed, Open and Inviting, Fun-Loving and Focused, Light-Hearted and Genuine, Casual Yet Polished, Safe and Responsible.

Job Summary:

The Office Manager is responsible for the smooth, safe, efficient, and welcoming operation of the corporate office. Serving as the central point of coordination for employees, leadership, vendors, visitors, and external partners, this role combines facilities management, office administration, employee onboarding, workplace experience, executive support, event planning, and process improvement. The Office Manager anticipates needs, resolves issues, maintains operational continuity, and leads programs that strengthen employee engagement and company culture.

Responsibilities

• Serve as receptionist, warmly greeting employees, vendors, visitors, and guests while representing an inviting, team-oriented office culture.
• Monitor office access with care and awareness, helping maintain a workplace that feels safe, secure, and welcoming.
• Oversee day-to-day office operations and establish procedures that ensure a safe, functional, efficient, and welcoming workplace environment.
• Manage facilities-related initiatives, including building-management relationships, security and access coordination, office etiquette standards, emergency and hurricane preparedness, maintenance, space planning, and vendor coordination.
• Coordinate desk-booking systems, attendance reporting, and space-utilization tools; evaluate and implement workplace improvements such as storage solutions and office-layout enhancements.
• Manage vendor relationships, contract administration, service standards, renewals, procurement, and issue resolution; coordinate legal review and authorized signatures when required.
• Maintain the vendor contract database, files, historical information, operational records, SOPs, event documentation, program trackers, and business-continuity materials.
• Monitor and manage office, pantry, shipping, and operational supplies; maintain appropriate inventory levels and identify cost-conscious purchasing solutions.
• Assist in the development and tracking of the HR Admin and Admin budgets in collaboration with the HR Data Analytics Manager regarding office operations, events, employee programs, and special projects; review invoices and support cost-conscious decision-making.
• Prepare and code expense reimbursement reports and submit approved materials to Accounts Payable for payment, as needed.
• Assist with developing, editing, and managing presentations and supporting materials for senior management and company-wide meetings.
• Provide high-touch coordination for executive visits, VIP guests, and company owners, including logistics, hospitality planning, schedules, and on-site support.
• Sort daily mail; open, review, organize, and distribute incoming correspondence, taking appropriate initiative to address items before routing them to executives.
• Oversee domestic and international shipments to yachts and other company locations, including time-sensitive events and operational materials and customs invoices for international shipments.
• Plan, coordinate, and execute office and company meetings, team-building activities, employee celebrations, executive dinners, employee ship tours, and other high-visibility corporate functions.
• Work with HR team members in leading employee engagement and recognition initiatives.
• Collaborate with the shoreside HR Team on new employee onboarding, serving as a consistent point of contact and proactively following up during their first weeks to answer questions and help ensure a smooth transition.
• Perform other duties as assigned.

Qualifications

• 5+ years of executive administrative assistance experience.
• Experience working in the travel and/or hospitality industry a plus. Must be customer service focused serving both the internal and external customer.
• Advanced proficiency with Microsoft 365 suite; experience with Desk booking software, Smartsheet, AI tools workplace management.
• Detail-oriented self-starter with sound judgment, diligence, and experience supporting senior-level executives.
• Handles confidential matters with discretion and maintains the privacy of sensitive information.
• Demonstrates a high degree of integrity and discretion.
• Communicates effectively through written, verbal, and active listening skills.
• Maintains strong attention to detail while managing multiple priorities.
• Adapts effectively in a fast-paced, dynamic work environment.
• Demonstrates a record of good attendance and a commitment to excellence.
• Ability to perform essential job functions. Work performed in an office setting. Hand-eye coordination and fine manipulation skills required to operate computer and various other pieces of office equipment.
• Flexible schedule; occasional evenings and weekends.
• Office-based five days per week, supporting consistent on-site presence and operations.

Benefits:

For full-time employees, Windstar offers a comprehensive benefits package including: Medical, Dental & Vision; HSA & FSA; Life & Disability; Accident, Hospital & Critical Illness; Pet Insurance; Vacation, Sick Time and paid Holidays; 401(k) with Company Match; Employee Assistance Plan; Education Assistance and Employee Discounts & Travel Deals.

EEO:

Windstar is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.