Office Manager

Windstar Cruises; Miami (FL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental & Vision

HSA & FSA

401(k) with Company Match

Vacation, Sick Time and Holidays

Employee Discounts & Travel Deals

Education Assistance

Job summary

Windstar Cruises is seeking an Office Manager to ensure the smooth, safe, and welcoming operation of its corporate office in Miami. You will coordinate employees, leadership, vendors, visitors, and partners, handling facilities, admin tasks, onboarding, events, and process improvements.

The role includes executive support, travel logistics, vendor management, budgeting assistance, and cross-functional collaboration with HR. On-site five days a week with comprehensive benefits for full-time staff.

Qualifications

• 5+ years of executive administrative assistance experience.
• Experience in travel and/or hospitality is a plus; customer focus required.

Responsibilities

• Serve as receptionist and maintain an inviting, team-oriented office culture.
• Monitor office access and maintain a safe, welcoming workplace.
• Oversee day-to-day operations and establish safe, functional procedures.
• Manage facilities initiatives including building relationships and vendor coordination.
• Coordinate desk-booking, attendance reporting, and space utilization tools.
• Manage vendor contracts, service standards, renewals, procurement, and sign-offs.
• Maintain vendor contracts database and operational records.
• Monitor supplies and assist budgeting for HR Admin and Admin ops.
• Prepare expense reports and route for payment; support senior management meetings.
• Provide executive visits support, VIP logistics, and on-site coordination.
• Assist onboarding with HR and collaborate with shoreside HR team.
• Perform other duties as assigned.

Skills

Executive support

Administrative assistance

Microsoft 365

Desk booking software

Smartsheet

AI tools in workplace

Event planning

Vendor coordination

Travel & hospitality knowledge

Confidentiality

Tools

Microsoft 365 Suite

Desk booking software

Smartsheet

AI tools for workplace management

Job description

Overview

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.
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.

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.