Job Summary
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 pre- arrival 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 Northwestern Mutual-DC provides. Assure the highest quality of Northwestern Mutual-DC 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 pre- arrival 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 and offboard new members thoroughly; assign PSU, building fob, printer codes.
- Maintain agency telephone and email directory; serve as primary for Sign On Coordination.
- Maintain machines are properly stocked and function appropriately.
- Maintain inventory and request office supplies through Operations Department.
- Maintain and manage vendor relationships with the utmost business etiquette and professionalism.
- Maintain compliant books and records as instructed by the home office and the Director of Supervision.
- Maintain clear and uncluttered spaces throughout the office – reinforcing pristine experience.
- Monitor and maintain office ordering and expenses for office supplies, meal ordering, etc.
- Receive, open, and sort incoming mail to include logging and depositing incoming investment checks.
- 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.
- Create and maintain a supply of Career Day Books and nametags for weekly meetings.
- Create and maintain monthly network office newsletter and any other Network Office or building communications initiatives.
- Assist in event research and planning.
- Serve as event day support.
- Complete and/or assist with projects assigned by the Director of Operations.
Experience
- Proven experience in office management or administrative roles with a strong background in clerical tasks and customer support
- Excellent customer service and communication skills.
- Excellent written communication skills.
- Professional concierge and/or hospitality industry experience strongly preferred.
- 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.
- Demonstrated proficiency with computer literacy including Microsoft Office Suite (Word, Excel, Outlook, Forms), and data entry tools.
- Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment.
- Excellent phone etiquette, time management skills, and attention to detail are essential for success in this role.
- Filing skills and basic computer and keyboarding skills.
Join us as we foster a dynamic workplace where your organizational and operational talents will shine! We are committed to supporting your professional growth while providing a collaborative environment that values your contributions. This position offers an exciting opportunity to make a meaningful impact every day.
Pay: $58,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
