Office Manager - Naia

DineAmic Group; Chicago (IL); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

BCBS Medical

BCBS Dental

Vision Insurance

Short-term Disability Insurance

Life and AD&D Insurance

Employee Assistance Program

Paid Time Off

Paid Sick Leave

Commuter Benefits

401K + Match

Food & Beverage Allowance

Job summary

The DineAmic Group seeks an Office Manager to support day-to-day operations across Finance & Accounting, Purchasing and office coordination in a fast-paced hospitality environment.

You will process invoices, reconcile records, oversee cash-handling and vendor documentation; coordinate licenses and permits; and provide HR onboarding backup as needed. Strong English and Spanish communication skills are essential.

Qualifications

• At least two years of professional administrative experience or equivalent.
• Proficiency in spoken and written English and Spanish.
• Experience overseeing cash-handling procedures, including safe counts, deposits, and reconciliation.
• Proficiency in Microsoft Word and Excel.
• Hospitality experience and familiarity with OpenTable preferred.

Responsibilities

• Process invoices and code/submit approved invoices for vendor services.
• Complete daily financial reconciliations and safe audits; prepare deposits.
• Support weekly financial reporting and chargebacks tracking.
• Respond to inquiries via email and phone; route events and guest recovery matters.
• Maintain office organization and security of spaces.
• Provide backup onboarding and HR-related support per HR procedures.
• Coordinate licenses and permits and maintain records.

Skills

Administrative experience

Bilingual English/Spanish

Microsoft Word

Microsoft Excel

OpenTable familiarity

Education

Bachelor’s degree

Tools

POS systems

Vendor documentation systems

Job description

The NAIA Office Manager supports the restaurant’s day-to-day operations through administrative functions in Finance & Accounting, Purchasing, and office coordination. Responsibilities include processing invoices, reconciling financial records and chargebacks, overseeing cash-handling procedures, maintaining vendor documentation, and coordinating licenses and permits.

The Office Manager also provides backup support for Spanish onboarding and other people-related duties as directed by Human Resources. The ideal candidate demonstrates integrity, attention to detail, dependable follow-through, and the ability to organize competing priorities in a high-volume hospitality environment. Proficiency in English and Spanish is required.

Essential Responsibilities and 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.
• Support weekly financial reporting, including delivery platform reconciliations, sales reports,
  refund tracking, safe counts, cash drops, and debit card reconciliations.
• 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, maintaining records
  and tracking 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.
• Maintain the cleanliness, organization, and security of office and storage areas.
• Provide backup onboarding and compliance certificate support using HR-approved procedures, including assisting new hires with required forms and system setup and directing employment questions to HR.
• Perform additional administrative duties within the scope of the role.

Experience + Education Requirements

• At least two years of professional administrative experience or equivalent experience
• Proficiency in spoken and written English and Spanish.
• Experience overseeing cash-handling procedures, including safe counts, deposits, and reconciliation.
• Proficiency in Microsoft Word and Excel.
• Bachelor’s degree preferred.
• Hospitality experience and familiarity with OpenTable preferred.

Physical Demands + Work Environment

• Ability to stand and walk for extended periods, move through dining rooms, bars, kitchens, storage areas and
  offices, and 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
• Ability to work evenings, weekends and holidays as business needs require
• Work is performed in both office and restaurant environments, including exposure to moderate noise levels, temperature fluctuations, and active kitchen and dining operations
• This role is designated as "Limited Travel May be Required." Roles with this designation have occasional and situational travel rather than routine travel. It may occur for meetings, training, inter-office collaboration, or special projects.

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.