Assistant Front Office Manager

About the role

The Assistant Front Office Manager supports Front Desk operations and provides direct daily leadership of the Transportation Department at a Forbes 5-Star property in Philipsburg, Montana. The role is exempt (salary) and reports to the Front Office Manager. It combines front office leadership with hands-on driver supervision, fleet readiness and commercial and private aviation transportation.

Key responsibilities

• Oversee daily check-ins, check-outs, arrivals, departures, VIP arrangements and guest requests, acting for the Front Office Manager when assigned.
• Supervise, schedule, train and coach Front Desk staff, resolve escalated guest concerns and maintain accurate OPERA Cloud guest profiles, reservations, charges and billing.
• Coordinate guest needs with Pre-Arrival, Reservations, Housekeeping, Activities, Spa, Food & Beverage, Maintenance and other departments.
• Run daily transportation operations: driver assignments, shift rotations, airport runs, on-ranch coverage, off-property transfers and group movements.
• Build and adjust driver schedules for early departures, late arrivals, overlapping flights and seasonal staffing changes.
• Train and evaluate drivers on guest interaction, ranch knowledge, safe operation, punctuality and documentation, and help with hiring and onboarding.
• Maintain the flight manifest (guests, accommodations, dates, flights, airlines, airports, times, passengers, luggage, vehicles and drivers) and coordinate commercial flights through Missoula and Bozeman and private aviation through regional airports.
• Monitor delays, cancellations and diversions, reassign drivers and vehicles, plan alternatives and keep guests and departments informed.
• Ensure a polished arrival experience, coordinate on-ranch transportation and accessibility requests, and oversee golf cart assignments and guest waivers.
• Keep the fleet clean, fueled, inspected and ready, enforce pre/post-trip checks and vehicle accountability, and report accidents and damage promptly.
• Use occupancy forecasts and flight manifests to anticipate staffing and vehicle needs, and take part in operational meetings.

Required profile

• 2-3 years of Front Office, Guest Services, Transportation Operations or related hospitality experience, preferably in luxury lodging.
• Supervisory experience and strong driver scheduling and logistics skills.
• Excellent organization, judgment, guest recovery, attention to detail and ability to lead under pressure; commitment to Forbes 5-Star service.
• Valid driver's license and eligibility to operate company vehicles.
• Able to stand and walk for long periods, work at a computer and occasionally lift up to 50 pounds.
• Flexible schedule including early mornings, evenings, weekends, holidays and urgent transportation disruptions.

Required skills

• Microsoft Office (Excel and Outlook)
• OPERA Cloud, ALICE, dispatch systems, Montana regional airports and FBOs, hotel billing and buyout experience preferred