Office Manager

Office Manager

Potomac Hospitality Group | Bowie, MD

Full Time | Up to 20% Performance Bonus | Full Benefits

THE ROLE

Every great hospitality operation runs on two things: the people in front of the guest and the systems behind the scenes that make it all possible. At Potomac Hospitality Group, the Office Manager is the person who holds those systems together - and owns them completely.

This is not a role where you wait for direction. You are not a support function. You are the operational owner of everything in your lane - compliance, communications, platforms, vendors, HR, and the administrative infrastructure that keeps PHG running at its best. When something in your area is incomplete, off-track, or overdue, that is on you to fix. Proactively. Without being asked.

We are looking for someone who takes deep pride in ownership. Who sees a task through from start to finish - every time. Who builds systems that work, maintains them, and improves them. Who the team and leadership can count on completely because you have never once dropped the ball.

If that describes the way you naturally work - this is your role.

And if you grow into it the way we believe the right person will - this role has a defined path to Director of Operations within two years. We are building something at PHG, and we want the person who runs our operations to grow with us.

You don't manage this role. You own it.


ABOUT POTOMAC HOSPITALITY GROUP

Potomac Hospitality Group is a full-service hospitality management company with over 10 years of experience delivering exceptional food and hospitality experiences across the Metro DC region and beyond. We serve corporate clients, government agencies, educational institutions, film and production companies, and private clients - and we are growing.

Connecting people. Creating impact. One extraordinary experience at a time.

WHAT YOU'LL BE RESPONSIBLE FOR

Operations & Communications

You are the hub of internal and external communications at PHG. Information flows through you - clearly, accurately, and on time.

• Coordinate internal communications between leadership and team members across all PHG operations
• Manage external communications with vendors, partners, and operational contacts
• Ensure leadership is informed of key updates, deadlines, and action items
• Support executive leadership with scheduling, correspondence, and day-to-day operational needs
• Maintain organized digital and physical filing systems across all PHG business functions

Platform & Menu Management

PHG operates across multiple platforms and our menu data must be accurate, current, and consistent everywhere it lives. You own this.

• Input, update, and maintain data across all platforms including Tripleseat, Toast, 7Shifts, and the PHG website
• Ensure menu changes, pricing updates, and event-specific menus are reflected accurately and promptly across all systems
• Coordinate with culinary leadership and operations to capture menu updates in real time
• Serve as the point of contact for platform-related issues and coordinate resolutions with vendors or tech support

Vendor Coordination

• Manage day-to-day relationships with vendors, suppliers, and service providers
• Track vendor contracts, agreements, and renewal timelines
• Coordinate ordering, delivery, and vendor communications in support of event and operational needs
• Maintain an organized vendor contact database and documentation

Compliance, Licensing & Operational Readiness

Keeping PHG compliant is non-negotiable. You will own this calendar and ensure nothing lapses.

• Manage business licenses and permits across Maryland and DC
• Track and renew health permits, catering permits, and event permits
• Maintain certification renewals including ServSafe and regulatory registrations
• Manage annual memberships and vendor registrations (AMAC, RAMW, PG Chamber, NMSDC, etc.)
• Coordinate business insurance policies including vehicle, workers' comp, and umbrella coverage
• Maintain a master compliance calendar with proactive renewal reminders

HR & Team Support

You will support the full employee lifecycle - from the moment someone is hired to the day they leave - with professionalism and care.

• Manage job postings, resume screening, interview scheduling, and candidate communications
• Lead onboarding for new team members - welcome materials, system access (ADP, 7Shifts, Tripleseat), and orientation coordination
• Maintain employee records and HR documentation in ADP
• Support performance evaluation processes, incident reporting, and offboarding procedures
• Coordinate team engagement activities, leadership retreats, and employee recognition initiatives
• Support employee benefits programs and wellness initiatives

Event Operations Support

• Support scheduling and administrative coordination for catering and hospitality events
• Ensure event documentation, contracts, and permits are organized, compliant, and filed
• Coordinate internal communications between leadership, kitchen, and event teams in the lead-up to events
• Support staffing coordination and operational readiness across events

WHO WE'RE LOOKING FOR

This role is not for someone who needs to be managed. It is for someone who manages themselves - who takes full ownership of their responsibilities and holds themselves to a standard that doesn't require anyone else to check their work.

• You are an owner - your areas of responsibility are yours completely, and you treat them that way
• You are a finisher - tasks don't linger, they get closed out completely and correctly
• You are proactive - you identify what needs attention before it becomes a problem and you handle it
• You are highly organized - multiple deadlines, platforms, and competing priorities are your normal, not your challenge
• You communicate clearly and warmly - with leadership, team members, vendors, and external partners
• You are tech-comfortable - you learn new platforms quickly and manage data with precision and accuracy
• You are discreet and professional - HR and operational information is handled with the highest level of care
• You are a cultural fit - you understand hospitality, you value what it takes to deliver an exceptional experience, and you take pride in being the person who makes it possible

PREFERRED EXPERIENCE & QUALIFICATIONS

• 3-5 years of experience in hospitality operations, office administration, event coordination, HR support, or a related role
• Experience in a restaurant, catering company, hotel, or event operations environment strongly preferred
• Proficiency with ADP, 7Shifts, Tripleseat, Toast, or similar hospitality platforms
• Strong written and verbal communication skills
• Minimum High School Diploma or GED; undergraduate degree preferred
• Must be able to pass a Level II background check

COMPENSATION & BENEFITS

• $55,000 base salary
• Up to 20% performance bonus
• Medical, Vision, and Dental Insurance
• 401(k) Retirement Plan
• Life Insurance
• Short-Term Disability
• Employee Assistance Program (EAP)
• Professional development and leadership growth opportunities
• A team culture that values your contribution and invests in your growth

WHAT SUCCESS LOOKS LIKE

First 30 Days

• Complete onboarding and gain full access to and working knowledge of all PHG platforms and systems
• Conduct a full audit of certifications, permits, licenses, and insurance - build and own a master compliance calendar
• Map all vendor relationships, communication flows, and operational rhythms
• Verify that all platform menu data is accurate, current, and consistent across every system

First 60 Days

• Fully own all internal and external communications with zero dropped balls
• Identify and close at least one operational gap that existed before your arrival
• Support the full coordination cycle of a catering event from documentation through execution
• Demonstrate complete follow-through on every assigned task - leadership should not have to follow up with you

First 90 Days

• Achieve and maintain 100% compliance across all certifications, licenses, and insurance renewals
• Be the operational backbone PHG counts on - proactive, consistent, and completely reliable
• Complete a full HR and administrative process review with concrete recommendations for improvement
• Leadership's experience: things don't fall through the cracks anymore. That's you.

YOUR GROWTH PATH

This role is designed to evolve. For the right person - someone who demonstrates ownership, operational excellence, and leadership over time - the Office Manager position has a defined trajectory to Director of Operations within two years.

As Director of Operations, you will move from managing the administrative and compliance infrastructure to overseeing the full operational strategy of PHG - people, systems, vendor relationships, and the operational backbone that supports every lane of the business.

We are not looking for someone to fill a seat. We are looking for someone to grow into a leadership role that helps shape where PHG goes next.

Come in as Office Manager. Build toward Director of Operations. Grow with PHG.

We are a growing company with a strong culture, a dynamic team, and a client base that challenges us to be excellent every day. We believe that great hospitality starts behind the scenes - with the systems, the people, and the organization that make extraordinary experiences possible.

If you're someone who finds deep satisfaction in keeping things running beautifully - this is your team.