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Washington, D.C.

    Office Manager - Washington, United States - Allora Solutions Group

    Allora Solutions Group
    Allora Solutions Group Washington, United States

    3 weeks ago

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    Description

    Job Description

    Job Description


    SUMMARY OF POSITION
    The primary focus of this position is to drive consistent Five Star experiences for clients, guests and associates while committing to delivering on processes and procedures. The Office Manager is empowered to assist clients, guests, and associates from prearrival to departure and create moments of magic.


    The performance of this position effects client, guest and associate satisfaction and is a direct impression of the service our company provides. Assure the highest quality of the company by working in an efficient and conscious
    manner, as well as, maintaining and developing the highest service standards possible. Additional responsibilities also include building needs, administrative duties, and supporting the Operations Department.

    If you are a self-starter, can motivate others, and enjoy working with new people - you may be the right fit for our expanding team.


    DUTIES AND RESPONSIBILITIES
    Specific responsibilities include but will not be limited to:
    GUEST SERVICES

    • Ensure maximum client, guest and associate satisfaction through personal recognition and prompt attention from prearrival to departure.

    • To ensure that all clients, guests and associates receive utmost attention and to maximize their satisfaction during their
    entire duration of stay.

    • To give information and promote all in house facilities and promotions.

    • To liaise, cooperate and coordinate with all departments to achieve high standards of service and guest satisfaction.

    • Review arrivals for the next ten days daily and prepare the space suitably.

    • Arrange as many introductions with our guests and associates as possible via phone calls, emails, text messages, or in
    person.

    • Inspect the conference rooms, Client Experience Center, and kitchen routinely; ensure they are in pristine condition and
    stocked with food & beverages if applicable.

    • Handle guest and associate concerns in an appropriate and a thorough manner from the initial complaint and/or request to
    the resolution.

    • Ability to consistently "go the extra mile"


    OFFICE OPERATIONS

    • Be familiar with all the courier companies and their charges.

    • Onboard new associates thoroughly; assign PSU, building fob, & RingCentral telephone account.

    • Maintain telephone system and agency directory and train new associates on these items.

    • Email daily sales reports and post in the suite.

    • Set up printer code and building fob as requested.

    • Maintain copy and fax machines.

    • Maintain inventory and request office supplies through Operations Department.

    • Maintain and manage vendor relationships with the utmost business etiquette and professionalism.

    • Receive, open, and sort incoming mail to include logging and depositing incoming investment checks.

    • Maintain compliant books and records as instructed by the home office and the Director of Network Office Supervision.

    • Coordinate the scheduling of office repairs and be available during off hours or weekends to oversee repairs if necessary.

    • Establish, implement and maintain adequate security and safety procedures.

    • Coordinate moves/expansions as necessary.

    • Assist in initial event research and planning.

    • Serve as event day support.

    • Coordinate with Public Relations contractor on current initiatives.

    • Create and maintain monthly network office newsletter and any other Network Office communications initiatives.

    • Complete and/or assist with projects as assigned by the Operations Manager.

    • Cross-train in New Business Processing, Investment Operations, Business Development, and Managing Partner Assisting.
    Serve as backup in these areas as needed.


    QUALIFICATIONS

    • Excellent customer service and communication skills.

    • Professional concierge and/or hospitality industry experience strongly preferred.

    • Excellent interpersonal skills.

    • Professional office skills.

    • Experience in problem-solving.

    • High level of organizational skills.

    • Ability to work effectively with people at all levels.

    • Ability to take independent action to make sound decisions.

    • Ability to handle detailed work with high degree of accuracy.

    • Ability to multi-task.

    • Ability to be flexible and open-minded.

    • Excellent written communication skills.

    • WĂƐƐ state Life & Health exam within 6 months of hireƉƌĞĨĞƌƌĞĚ.

    • Basic computer and keyboarding skills.

    • Filing skills.

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