Office Manager, Exempt

General Summary of the Position

The Office Manager serves as a key operational leader, responsible for ensuring the efficient day-to-day operations of the Office while delivering an exceptional experience to guests and supporting the broader mission of service. This individual is highly organized, proactive, and demonstrates a strong commitment to hospitality and operational excellence.

The ideal candidate is approachable, solutions-oriented, and capable of managing tasks from inception to completion with consistency and attention to detail. This role oversees office administration and supports departmental functions across events, facilities, and service delivery. A strong ability to coordinate internal and external logistics, manage multiple priorities, and communicate effectively with clients, vendors, staff, and volunteers is essential.

As a hands-on leader, the Office Manager coordinates a team that may include event planners, culinary staff, coordinators, and volunteers. The role requires excellent project management skills, financial stewardship, and a passion for creating meaningful and mission-aligned experiences. A demonstrated enthusiasm for hospitality and a commitment to continuous improvement and staff development are key to success in this role.

Essential Duties and Responsibilities of the Position

• Bookings Coordination: Support the planning and execution of conferences, meetings, and events from initial request through completion, ensuring all logistical details are managed efficiently and accurately.
• Event Management: Oversee and supervise the delivery of events by coordinating schedules, assigning tasks, and guiding staff and volunteers to ensure high-quality execution and guest satisfaction.
• Billing & Reporting: Prepare final invoices, guest check-outs, post-event surveys, and ensure accurate documentation by maintaining and updating the Master File.
• Facilities Oversight: Manage day-to-day facility operations, ensuring lodging accommodations, meeting rooms, and common areas are clean, functional, and guest-ready at all times. Coordinate with maintenance staff and vendors as needed.
• Budget Support: Assist in monitoring the Center’s general budget, including expense tracking, vendor contracts, and resource allocation to ensure cost-effective operations.
• Bookkeeping Assistance: Provide support in processing payables, recording deposits, and maintaining accurate financial records in coordination with the Finance Department.
• Technology Management: Oversee and maintain office technology systems including surveillance cameras, telecommunications, IT equipment, and printers, ensuring consistent functionality and timely troubleshooting.
• Procurement & Inventory Control: Manage procurement processes and inventory of office supplies, including stationery, furniture, appliances, and electronics. Ensure cost-effective purchasing and timely delivery to support operational efficiency.
• Policies & Procedures: Develop, implement, and maintain standard operating procedures for both event coordination and daily office operations, ensuring consistency, compliance, and service excellence.
• Employee Engagement & Relations: Coordinate internal communications, staff meetings, employee recognition, celebrations, and training initiatives. Foster a positive work culture by supporting staff development and promoting teamwork and employee engagement through incentive programs and continuous improvement strategies.
• Other duties as assigned

Position Requirements

Knowledge, Skills and Abilities:

• Exceptional listening and customer service skills, maintaining a high level of professionalism and a calm demeanor under pressure.
• Strong organizational abilities with proven capacity to manage multiple priorities and maintain attention to detail in a fast-paced environment.
• Effective problem-solving skills, including the ability to identify root causes and implement practical solutions.
• Strong interpersonal skills with the ability to build positive relationships with employees, clients, vendors, and volunteers.
• Proactive, hands-on attitude with a willingness to support a wide range of operational needs.
• Technologically proficient, especially in Microsoft Outlook; familiarity with design tools such as Canva is a plus.
• Clear communicator with excellent verbal and written communication skills; able to maintain a professional image at all times.
• Growth-oriented with a strong desire to learn and continuously improve.
• Demonstrates sound judgment and decision-making, especially in high-pressure situations.
• Strong leadership and team management capabilities, with experience guiding employees and volunteers toward shared goals.

Education and Experience:

• Associate or Bachelor's degree, or equivalent combination of education and relevant experience.
• Minimum of five (5) years of experience in an administrative support or office management role.
• Prior experience or familiarity with the hospitality or event planning industry preferred.

Special Requirements:

• Must be available to work 35 hours per week, including occasional evenings or weekends based on event or operational needs.
• Bilingual in English and Spanish with strong written and verbal communication skills in both languages.
• Active Roman Catholic in good standing, with a solid understanding of and alignment with the mission and values of the Catholic Church.

Physical Requirements Specific to the Job:

• N/A

DO NOT REMOVE

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.