What are the responsibilities and job description for the Administrative Assistant position at Stella's Kitchen and Bakery?
About Us
We’re a fast-paced, community-loved restaurant focusing on quality food, great service, and a positive workplace culture. We're looking for a reliable, organized, and detail-oriented Administrative Assistant to join our team and support the behind-the-scenes operations that help keep our restaurant running smoothly.
Responsabilities
HR & Scheduling Support
- Collect, organize, and track staff availability, time-off requests, and PTO requests
- Assist with building and posting staff schedules in scheduling software
- Maintain employee files and onboarding documentation (W-4s, certifications, write-ups, etc.)
- Help post job listings, screen resumes, and schedule interviews
- Set up new employees with logins for POS and scheduling system
Bookkeeping & Office Tasks
- Enter invoices into accounting software
- Reconcile daily sales, deposits, credit card batches, and cash counts
- Organize and scan receipts for accurate recordkeeping
- Prep payroll materials including timecards and tip tracking
- Create and maintain spreadsheets (labor tracking, order logs, etc.)
Ordering & Vendor Coordination
- Monitor inventory of office and FOH supplies (menus, receipt paper, etc.)
- Place non-food supply orders with guidance from managers
- Maintain vendor contact lists and oversee delivery schedules
- Follow up on invoice discrepancies and request credits as needed
Communication & Guest Services
- Answer phones and return voicemails during non-service hours
- Respond to general email inquiries (donations, events, lost & found, etc.)
- Monitor review platforms (Google, Yelp, etc.) and flag guest issues
- Draft responses to online reviews or messages
Managerial Support & Special Projects
- Take meeting notes and assist with follow-up tasks
- Help plan team events, birthdays, and celebrations
- Track licenses, inspections, and certification renewals
- Assist with internal documents (checklists, training guides, etc.)
Misc. items
- Print and organize staff memos or updates
- Assist Sales Manager is social media and catering marketing
- Run occasional errands (bank, post office, office supply runs)
- Act as the closing manager for the restaurant. Counting tills and closing out servers.
Requirements
- Proven experience in an administrative or office support role.
- Strong organizational skills with attention to detail.
- Excellent customer service skills and a friendly demeanor.
- Proficiency in Microsoft applications (Word, Excel, Outlook.).
- Must be strong with computers in general.
- Ability to manage multiple tasks and prioritize effectively.
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Application Question(s):
- Do you have a strong background in Microsoft products?
- You will spend quite a bit of time with Excel. Are you strong in excel with basic formulas such as vlookup, counta, countif, if?
- Have you had previous direct experience dealing with invoices?
- Do you have a valid driver's license?
Experience:
- Administrative: 1 year (Required)
Work Location: In person
Salary : $18 - $22