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Seminaris HotelsAssistant Front Office Manager
Assistant Front Office Manager at hotel in Berlin enhancing guest relationships and supporting team operations. Responsible for check - in/check - out processes and solving guest issues effectively.
About the role
- Manage accounts receivable and ensure the firm receives timely and accurate revenue by issuing and sending invoices; recording and tracking payments, and resolving any discrepancies.
- Manage accounts payable to ensure the firm makes timely and accurate required payments in line with the company’s policies.
- Set up new vendor files and maintain W-9 vendor information.
- Serve as point of contact for vendors, catering, event spaces, and other service providers.
- Coordinate vendor agreements and other administrative documents and processes; and maintain documents and records.
- Assist the firm’s accountant with bookkeeping and expense transaction questions.
- Learn and manage our expense reporting system, including training new employees on how to properly file expense reports.
- Ensure employees maintain accurate and timely travel and monthly expense reports.
- File expense reports for firm principals.
- Assist and support firm principals with benefits administration during the annual open enrollment period.
- Support onboarding and offboarding processes, including setting up new employees for their first day of work and filing all required paperwork.
- Manage orders, supplies, and inventory to support client, team, and event needs.
- Book and coordinate travel for team members, including flights, accommodations, and ground transportation.
- Provide logistical and administrative support for internal and external events, including conferences, client visits, and workshops.
- Coordinate equipment shipping in support of internal / customer events and programs.
- Foster a positive, collaborative work environment by helping plan and coordinate experiences that strengthen team connection.
- Plan and execute Lunch & Learns, retreats, and team-building activities, ensuring they are well-organized, engaging, and aligned with company culture.
Requirements
- Strong organizational and multitasking skills—you can juggle invoices, travel bookings, and event planning without dropping details.
- Clear and confident communication, both written and verbal, with teammates, vendors, and clients.
- Comfort with administrative systems like invoicing, expense reporting, and scheduling tools.
- A proactive, self-directed approach—you see what needs to be done and make it happen.
- Attention to detail and accuracy—you double-check numbers, logistics, and timelines to keep everything on track.
- Enthusiasm for fostering a positive, collaborative team culture through events and day-to-day support.
- Reliability and discretion when handling sensitive information.
Benefits
- Robust company culture committed to our core mission and values
- Amazing group of talented colleagues, and a management team dedicated to transparent leadership and helping everyone grow and thrive
- Competitive salary
- Employer-sponsored health, vision, and dental
- 401(k) Retirement Plan with company match
- Responsible Paid Time-Off Policy
- Hybrid Work policy
- Parental Leave Policy
- Downtown Durham office with parking
- Monthly team-building events
- The opportunity to work on meaningful projects at the intersection of games, health science, and education
- A collaborative, small-team atmosphere where your contributions have a direct impact
- Professional development opportunities and support for ongoing learning
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
SH
Seminaris HotelsAssistant Front Office Manager – m/f/d
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