Job Description

Job Overview:
The Administrative Assistant will support the daily administrative and operational functions of the restaurant. This role involves managing kitchen and floor inventory, office stationery, payroll, HR tasks, email communications, supplier relationships, and sectional administration documents.
Key Responsibilities
Kitchen and Floor Inventory Management

• Inventory Control: Maintain accurate inventory records for kitchen and floor supplies. Conduct regular stock checks and update inventory systems accordingly.
• Ordering and Restocking: Monitor inventory levels and place orders as needed to avoid shortages. Ensure timely restocking of all kitchen and floor items.
• FIFO: Implement and maintain the First In, First Out (FIFO) system for inventory to minimize waste.
• Stock Audits: Conduct periodic stock audits to ensure accuracy and compliance with inventory policies.

Office Stationery and Stock

• Supplies Management: Track and manage office supplies, including stationery, printer ink, and other administrative materials.
• Budget Adherence: Create and adhere to a budget for office supplies. Ensure cost-effective purchasing without compromising quality.
• Order Processing: Place orders for office supplies as needed, ensuring timely delivery and adequate stock levels.

Payroll

• Attendance Records: Ensure daily attendance registers are signed by staff and management. Record and maintain accurate attendance data.
• Hours Tracking: Track and record staff hours, noting variations for Sundays, public holidays, and sick leave.
• Payroll Preparation: Assist in preparing payroll by providing accurate attendance and hours data to the payroll department.
• Documentation: Attach and file all sick notes and other relevant documents.

HR

• Staff Records: Maintain up-to-date staff records, including personal information, employment contracts, and performance reviews.
• Recruitment Support: Assist with the recruitment process by scheduling interviews, coordinating with candidates, and preparing onboarding documents.
• Training Coordination: Organize and coordinate staff training sessions. Ensure all training records are accurately maintained.
• HR Compliance: Ensure compliance with HR policies and procedures. Assist with any HR-related queries from staff.

Store Email Communications

• Email Management: Monitor and manage the store's email inbox, ensuring timely responses to all queries.
• Important Emails: Flag and prioritize important emails, such as training notifications, meeting requests, supplier communications, and guest inquiries.
• Supplier Statements: Ensure Head Office is CC'd on supplier statements and forward to Accounts if necessary. Follow up on any outstanding issues.
• Guest Communications: Record guest bookings and special requests. Provide information on functions, platters, and menus as needed.

Manage Supplier Relationships

• Supplier Coordination: Maintain positive relationships with suppliers. Ensure timely ordering and delivery of supplies.
• Issue Resolution: Address and resolve any issues with suppliers promptly. Coordinate with suppliers to handle returns and exchanges.
• Supplier Records: Keep accurate records of all supplier communications and transactions. Monitor supplier performance and report any concerns to management.

Sectional Administration Documents

• Document Management: Organize and maintain all sectional administration documents, ensuring they are up-to-date and accessible.
• Filing Systems: Implement effective filing systems for easy retrieval of documents. Ensure all documents are properly labeled and stored.
• Reporting: Prepare and distribute regular reports on various administrative tasks, including inventory levels, payroll data, and supplier performance.

Preferred Qualifications:

• Proven experience as an administrative assistant or in a similar role.
• Familiarity with restaurant operations is preferred.
• Proficiency in Microsoft Office Suite and inventory management systems.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• High attention to detail and accuracy.

Work Environment:
Fast-paced restaurant environment.
Requires the ability to handle multiple tasks simultaneously.
May require occasional evening or weekend work based on operational needs

Skills Required