S3070 CASINO APACHE TRAVEL CENTER OFFICE MANAGER

Position Title:

Office Manager - Casino Apache Travel Center

Reports To:

Chief Operating Officer

Classification:

Exempt

Supervises:

N/A

Property:

Casino Apache Travel Center

Summary of Position

The Office Manager serves as the primary on-site administrative and operational liaison between Casino Apache Travel Center (CATC) Accounting, Human Resources and the Division Directors. The position is responsible for maintaining accurate, timely and organized administrative records; coordinating critical accounting support functions; and providing the COO and appropriate Directors with reliable visibility into day-to-day property activity. The Office Manager will work closely with department leaders while maintaining an independent reporting relationship to the COO. This position requires a strong clerical and analytical background, sound judgment, strict confidentiality, attention to detail and the ability to identify and communicate operational concerns promptly.

Key Responsibilities and Performance/Behaviors

Ability

• Demonstrates IMGR&C Hospitality Behaviors, Performance Standards and the A-P-A-C-H-E values of Accountability, Productivity, Acceptance, Communication, Hospitality and Enthusiasm.
• Understands where to obtain accurate information and supporting documentation needed to complete assignments to standard and by deadline.
• Demonstrates the technical, computer and organizational skills necessary to maintain accurate records and complete assigned duties with minimal supervision.
• Takes ownership of problems, follows issues through resolution and requests assistance when needed.
• Maintains knowledge of CATC and IMGR&C products, services, policies and operating procedures.

Performance

• Completes work accurately, timely and in accordance with established procedures, deadlines, internal controls and management expectations.
• Identifies discrepancies, unusual trends or missing information and follows up until resolved.
• Uses good judgment and initiative when guidance is not immediately available.
• Supports the quality goal of doing the work right the first time and recommends improvements to administrative processes when appropriate.

Behavior, Service and Professionalism

• Maintains a professional, respectful and positive approach with guests, team members, vendors and leadership.
• Protects confidential financial, payroll, personnel, operational and business information and shares it only with authorized individuals.
• Works cooperatively across departments and puts the success of the property and enterprise ahead of individual interests.
• Represents CATC and IMGR&C professionally in all communications and interactions.

Attendance and Communication

• Maintains reliable attendance and punctuality and consistently meets daily, weekly and monthly deadlines.
• Provides the COO and appropriate department leaders with complete and timely information needed to make decisions.
• Communicates concerns, unresolved issues, unusual variances and potential policy or internal-control problems promptly and factually.
• May be required to work evenings, weekends, holidays or special events based on business needs.

1. Essential Duties and Responsibilities

• Serve as the COO’s and Directors primary on-site administrative liaison at CATC and provide timely, objective updates regarding administrative, financial-control and operational matters requiring executive awareness or follow-up.
• Coordinate, collect, review, enter and maintain monthly inventories for Food & Beverage, Retail, Housekeeping, gasoline, diesel and other assigned areas. Ensure inventory information is complete, supported and submitted to Accounting within established monthly deadlines.
• Maintain organized inventory worksheets, count sheets, reconciliations and supporting documentation to create a clear audit trail. Follow up with department leaders on missing information, unusual usage, count discrepancies or material variances.
• Understand and monitor Cost of Goods Sold (COGS), inventory usage and gross-margin relationships. Prepare or assist with COGS calculations and identify unusual variances or trends for review by management and Accounting.
• Receive, review, code, enter and submit invoices on a daily basis in accordance with established purchasing, accounts-payable and approval procedures. Confirm that invoices contain appropriate supporting documentation and approvals, and promptly resolve missing or disputed information.
• Maintain invoice logs and supporting records as needed to prevent duplicate submissions, late processing and incomplete documentation.
• Administer and monitor time and attendance records for CATC, including missed punches, attendance exceptions, timecard corrections, leave entries and other payroll-related items. Coordinate required corrections with department managers, Human Resources and Payroll before established deadlines.
• Maintain detailed records, calendars, schedules, deadline trackers, reports, correspondence and administrative files for CATC. Ensure records are current, accurate, accessible to authorized personnel and retained in accordance with policy.
• Assist department leaders with schedule tracking and administrative coordination. Identify scheduling gaps, recurring attendance concerns or incomplete documentation and communicate them to the appropriate manager, Director and COO when warranted.
• Use Microsoft Excel to develop and maintain spreadsheets, reconciliations, inventory summaries, variance reports, trackers and other management reports. Perform formulas, sorting/filtering, lookups and other functions necessary to support accurate analysis and reporting.
• Use Agilysys and other approved enterprise systems to enter, retrieve and verify operational and financial information as required by the position.
• Prepare recurring and ad hoc administrative reports requested by the COO, including summaries of inventory status, invoice processing, time and attendance exceptions, open items and operational concerns.
• Coordinate communication and follow-up on directives from the COO and executive leadership, ensuring assignments are documented, routed to the appropriate responsible party and tracked to completion.
• Maintain confidentiality and exercise discretion when handling payroll, personnel, financial, vendor, gaming, operational and executive information.
• Assist Accounting, Human Resources, auditors and other authorized departments with record requests, reconciliations, documentation and administrative support related to CATC.
• Observe and report potential internal-control weaknesses, recurring administrative failures, unexplained variances or other issues that could negatively affect financial performance, compliance, guest service or property operations.
• Adhere to all applicable Tribal, regulatory, casino, CATC, IMGR&C and departmental policies and procedures, including the Internal Control Structure where applicable.
• Research and recommend new technologies, including AI tools, to improve operational efficiency at Casino Apache Travel Center.
• Perform other duties and special projects as assigned by the Chief Operating Officer.

1. Supervisory Responsibilities

This position does not have direct supervisory responsibility unless specifically assigned by the Chief Operating Officer. The Office Manager is expected to coordinate administrative processes across departments and may provide work direction related to required documentation, deadlines and reporting.

1. Education and/or Experience Requirements

• Bachelors Business Administration, Accounting, Finance, Office Administration or a closely related field is required. Ten (10) years of management experience may be substituted in lieu of the required degree.
• Must possess a strong clerical and office-administration background with demonstrated experience maintaining detailed records, meeting recurring deadlines and handling confidential information.
• Must be proficient in Microsoft Excel and able to create and maintain spreadsheets used for inventory, reconciliations, reporting and operational analysis.
• Must have advanced computer skills and demonstrated proficiency with Microsoft Office, including Excel, Outlook and Word.
• Must understand Cost of Goods Sold (COGS), inventory valuation and the relationship between inventory movement, purchases and operating results.
• Must have prior experience using Agilysys. Experience using applicable Agilysys financial, point-of-sale, inventory or property systems is strongly preferred.
• Experience with time and attendance systems, invoice entry, accounts-payable support, inventory control and record reconciliation is required.
• Experience in casino, hospitality, food and beverage, retail, fuel/convenience-store or travel-center operations is strongly preferred.
• Must possess excellent written and verbal communication skills and be able to communicate factual information professionally with executives, managers, team members, vendors and support departments.
• Must demonstrate exceptional organization, attention to detail, discretion, follow-through, problem solving and the ability to prioritize multiple deadlines with limited supervision.
• Must have a history of reliable attendance and consistently meeting deadlines.
• Experience with Workday or other HRIS software.

1. Knowledge, Skills and Competencies

• Advanced Microsoft Excel skills, including formulas, sorting/filtering, data validation, lookups and reconciliation of large data sets.
• Working knowledge of inventory control, COGS, invoice processing, time and attendance administration and basic accounting support practices.
• Ability to recognize discrepancies, analyze supporting documentation and communicate issues without overstating or minimizing the facts.
• Ability to work independently while maintaining productive relationships with CATC department managers and enterprise support departments.
• Ability to organize large volumes of records and maintain consistent monthly and daily processes.
• High level of integrity and ability to handle sensitive and confidential information.

1. Physical Demands

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential duties of this position. The position is primarily administrative but requires regular movement throughout CATC to communicate with departments, review records and observe operations. The team member is frequently required to sit, stand, walk, use hands and fingers to operate a computer and office equipment, talk and hear. The team member must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Work Environment

The work environment characteristics described here are representative of those encountered while performing the essential functions of this position. Duties are performed in an office as well as throughout a casino/travel-center environment that includes retail, food and beverage, housekeeping, fuel operations and guest-service areas. The team member may be exposed to elevated noise levels, second-hand smoke, outdoor weather conditions, vehicle and fuel-service areas, and high-stress situations involving deadlines or guest activity. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.