Colwen Hotels is a dynamic hospitality company dedicated to providing exceptional experiences for our guests and supportive work environments for our associates. We are seeking a highly organized, detail-oriented Office Manager to ensure smooth day-to-day operations at our corporate office.

Position Summary

The Office Manager plays a vital role in maintaining the efficiency and professionalism of the Colwen Corporate Office. This position supports daily office operations, manages supplies, coordinates communications, handles HR-related administrative tasks, and oversees associate recognition programs. This is a 32-hour per week position, working Tuesday through Friday, requiring excellent multitasking, communication, and organizational skills.

Key Responsibilities

Office Operations & Administration:

Open the corporate office promptly at 8:00 AM each workday (Tuesday through Friday).
Manage office phones including switching extensions as needed and ensuring proper phone routing.
Monitor and maintain office supply inventory, including snacks, copier paper, coffee pods, utensils, and order weekly (primarily through WB Mason, balancing cost and delivery with Office Depot).
Coordinate ordering and payment for Colwen-branded items such as name tags and leatherette frames with vendors.
Manage Market Basket gift card distribution for holiday associate gifts and accommodate remote associates with alternative grocery gift cards as needed.
Answer and screen incoming calls professionally; prioritize guest complaints by gathering detailed information and routing concerns to the appropriate VP and hotel GM for resolution.
Provide manager contact information via email and handle urgent inquiries appropriately.
Track and manage meeting space reservations at the Colwen office to prevent overbooking; prioritize Ownership meeting space usage.
Assist the Executive Assistant with overflow tasks such as hotel license renewals and other administrative duties.
Support the Executive Team with additional responsibilities as needed.

Human Resources Support:

Process background check requests via Checkr, ensuring candidate information and approvals are complete before submission.
Communicate background check statuses and results to requestors; escalate issues following company protocol.
Manage employment verification requests, coordinating with HR for timely and compliant responses.
Direct job inquiries to appropriate application channels and systems.

Associate Recognition & Office Morale:

Track and celebrate associate birthdays and work anniversaries; create and post monthly birthday/anniversary boards.
Organize and distribute anniversary awards, gift cards, and certificates in coordination with department leadership and maintain accurate records.
Manage Quarterly and Year-End Associate Award programs by coordinating with General Managers, producing certificates, and distributing awards.
Send congratulatory gifts (e.g., Colwen bibs) for associates’ new babies, ensuring thoughtful presentation and timely delivery.

Facility & Calendar Management:

Submit maintenance requests through the tenant portal and coordinate building maintenance visits as needed.
Manage conference room bookings using physical appointment books and Microsoft Outlook calendars; communicate any changes and offer alternative spaces as necessary.
Coordinate with remote and vacationing office associates to ensure professional phone coverage and communication.

Qualifications

Previous office management or administrative experience preferred, ideally in hospitality or a corporate environment.
Strong organizational skills with ability to multitask and handle detailed responsibilities.
Excellent verbal and written communication skills.
Proficiency with Microsoft Office Suite, particularly Outlook calendar management.
Ability to handle sensitive information discreetly and professionally.
Customer service-oriented with a calm, solution-focused approach to conflict resolution.
Familiarity with HR processes and background check procedures is a plus.

Additional Information

This role requires an adaptable, proactive individual capable of working independently and collaboratively to support evolving office needs.
The Office Manager is a key point of contact for associates and leadership alike, contributing to a positive and professional work environment.