Office Manager

Position Summary

The Office Manager oversees the daily administrative functions that keep Peachtree’s office organized, responsive, and running efficiently. This role serves as a central resource across departments, managing office services, client payment administration, business records, and administrative support for sales and events.

Combining a welcoming presence with strong attention to detail, the Office Manager ensures that information is accurate, deadlines are tracked, and requests reach the appropriate people. The position requires initiative, sound judgment, discretion, and the ability to balance recurring responsibilities with changing business priorities.

Responsibilities

Office Administration and Business Support

- Manage daily office administration, including telephone coverage, mail distribution, supply inventory, purchasing, and coordination of client and vendor drop-offs.

- Welcome visitors, respond professionally to inquiries, and connect clients, vendors, applicants, and other callers with the appropriate team member.

- Provide administrative support to ownership and department leaders, including document preparation, scanning, research, correspondence, and scheduling.

- Maintain organized electronic and physical filing systems, including business receipts, contracts, completed event records, and administrative documents.

- Track recurring deadlines, communicate outstanding needs, and improve administrative processes to support timely and consistent follow-through.

Client Payments and Accounting Support

- Process and accurately record client payments in Reserve, including payment methods, identifying references, and applicable fees.

- Prepare bank deposits, maintain supporting records, and send approved deposit confirmations to Finance.

- Issue client payment confirmations, send scheduled interim payment reminders, and follow up on overdue payments.

- Review aging reports and coordinate with Finance, Sales, and Event Coordination to resolve outstanding balances, unidentified payments, and discrepancies.

- Document gratuity payments and communicate relevant details to HR and Finance for handling under company procedures.

- Upload receipts and invoices to XtraChef and provide supporting documentation needed for reconciliation.

Sales and Event Administration

- Set up newly booked events in company systems, calendars, tracking documents, and electronic and physical files.

- Maintain accurate event information and ensure contracts, payment records, and supporting documents are accessible to the appropriate teams.

- Coordinate tasting invitations, RSVPs, dietary information, and attendance records.

- Request, track, and file vendor certificates of insurance and signed guidelines; follow up on missing or expired documentation.

- Distribute event timelines, floorplans, schedules, and other materials, ensuring relevant team members receive responses and updates.

- Prepare and distribute BEO meeting minutes and reference materials, and coordinate printing and preparation of menus, signage, and other event documents.

- Route cancellation requests and changes promptly to the responsible salesperson or coordinator.

Purchasing, Reporting, and Service Coordination

- Order office supplies and designated operating supplies, monitor inventory, and communicate with suppliers about pricing and delivery.

- Coordinate approved service calls and maintenance appointments with Operations and Culinary leadership, maintaining schedules and communicating access requirements.

- Prepare recurring landlord reports and venue schedules, gathering missing information from the appropriate departments.

- Track license and permit renewal dates, coordinate required submissions, and maintain current documentation.

- Maintain shared calendars and administrative trackers to support communication across venues and departments.

- Perform other related duties as assigned.

Qualifications

- Three or more years of experience in office management, business administration, or a comparable administrative role; hospitality, catering, or events experience preferred.

- Experience handling client payments, invoices, deposits, and financial records with accuracy and discretion.

- Strong organizational skills, attention to detail, and the ability to manage competing deadlines independently.

- Clear, professional written and verbal communication and a welcoming, service-oriented approach.

- Proficiency with Google Workspace or Microsoft Office, spreadsheets, shared calendars, and electronic filing systems.

- Ability to learn Reserve, XtraChef, and other company systems; prior experience with event management or accounting platforms preferred.

- Sound judgment when handling confidential information, resolving routine issues, and escalating matters requiring approval.

- Availability for regular on-site office coverage, with occasional schedule flexibility for tastings, meetings, and business needs.