Front Office Manager

**Job Location**Tulum, Quintana Roo, MexicoSpecifically in Aldea Zama**Position Summary**The Front Office Manager, is a multifaceted role responsible for the overall supervision of the concierge team, providing support to the General Manager, responsibilities include ensuring timely and accurate processing of various administrative and accounting tasks including data entry, record-keeping, maintaining logs and inventories, processing invoices, purchase orders and expense reports and monitoring Owner payments, timelines and due dates. This position also provides support to the Facilities Manager by assisting with the coordination and oversight of the gardening, cleaning, and general maintenance teams. This role requires strong organizational, analytical, and communication skills, with a focus on customer service, financial accuracy, and adherence to operational efficiency.The person having this position must possess exceptional communication, problem solving and conflict resolution skills, ability to monitor, work and develop a team, establish and implement standard policies and procedures be adaptable and adjust to high-pressure conditions while maintaining owner and guest satisfaction and positive team member morale.**Essential Functions and Responsibilities**- Oversee the daily operations of the concierge team, ensuring high-quality customer service.- Train and mentor concierge staff on building policies, procedures, and owner and guest service standards.- Schedule and manage concierge team shifts.- Provide administrative support to the General Manager as needed.- Assist as a liaison between the different departments and attend meetings in representation of the General Manager.- Assist with the coordination of maintenance requests and resident inquiries.- Act as a point of contact for residents and vendors in the absence of the General Manager.- Prepare and issue monthly invoices for maintenance fees on the 15th of each month.- Track and follow up on all outstanding payments.- Coordinate with the Finance Manager to confirm payments and issue proof of payments.- Ensure to describe all property expenses made internally, including vendor invoices, utility bills, and petty cash disbursements ensuring proper description of said expenses, coordinating with staff to resolve discrepancies (such as lack of documentation, lack of descriptions, etc.).- Maintain and manage the petty cash fund.- Reconcile petty cash transactions regularly and prepare necessary reports.- Prepare and compile all necessary financial data, including accounts receivable, accounts payable, and petty cash transactions, for the Finance Manager to process.- Ensure accurate and timely data transfer to the Finance Department.- Participate in regular meetings to discuss operational issues and improvements.- Ensure adherence to relevant policies, principles, and regulatory requirements.- Communicate effectively with team members and maintains communication between all departments.- Conduct monthly inventories with key personnel.Accordingly, you may be expected to perform other tasks and duties as needed or as directed.**Education, Experience and Knowledge**- Bachelor’s degree in business, Accounting, Finance, Hospitality or a related field preferred- In-depth knowledge of Microsoft Office Suite, particularly Excel.- Bilingual in English (verbal and written).- Minimum of two (2) to four (4) years of hands-on experience in administration.- Experience with billing activities, payment practices, and general administrative practices.- Excellent time management and organizational skills.- Maintain a high level of confidentiality and discretion.- Familiarity with administrative software; Zoho Billing knowledge is a plus.- Prior experience in a similar administrative role, particularly in the hospitality or property management industry, would be advantageous.- Excellent communication and interpersonal skills.- Ability to work independently and as part of a team.**Physical Requirements and Environmental Conditions**- The noise level in the work environment is usually low.- Ability to lift up to 10 lbs. on a daily basis.- Ability to sit for extended periods of time. The person having this position may have to sit for six (6) hours, stand and/or walk, push, kneel, bend, balance, squat, reach and stretch for two (2) hours per day.Tipo de puesto: Tiempo completoSueldo: $20,000.00 - $27,000.00 al mesBeneficios:- Vales de despensaTipo de jornada:- Incluye días feriadosIdioma:- Inglés (Deseable)Ubicación:- Tulum, QRoo. (Deseable)Lugar de trabajo: Empleo presencialFecha de inicio prevista: 01/02/2025