Administrative Assistant

Full-time

High school degree

$24.00 - 28.00 per hour

Job Title: Administrative Assistant Department: Central Office

Position Type: Full-Time / Hourly

Job Summary:

The Administrative Assistant provides day-to-day administrative and operational support to the Central Office and serves as the first point of contact for visitors and callers. This position manages a variety of recurring administrative processes that support both the Central Office and restaurant locations. This role requires someone who is highly organized, dependable, and detail-oriented, with the ability to manage multiple priorities and take ownership of responsibilities from start to finish.

Duties & Responsibilities

Front Office & Reception

Serve as the primary receptionist, greeting and assisting visitors in a professional and welcoming manner.
Answer and manage incoming calls through the main switchboard, providing assistance and directing calls appropriately.
Receive deliveries and maintain an organized and professional front office environment.

Office Administration

Receive, sort, and distribute incoming mail and prepare outgoing mail and packages.
Coordinate monthly employee birthday and anniversary recognition, including cards and applicable gifts.
Maintain administrative records, files, spreadsheets, and other documentation related to assigned responsibilities.
Provide general administrative support, including document preparation, data entry, correspondence, and special projects.
Communicate with employees, restaurant leadership, vendors, and outside organizations to gather information and coordinate administrative needs.

Fleet & Vehicle Administration

Manage the company's vehicle registration and renewal process, including monitoring expiration dates, gathering documentation, and completing registrations through the BMV or online.
Maintain accurate and organized vehicle registration records.
Coordinate the installation, replacement, and maintenance of GPS units in company vehicles.
Proactively track deadlines and follow up on outstanding vehicle-related items

Supply & Inventory Coordination

Manage QCD ordering for the Central Office.
Coordinate monthly supply orders for restaurant locations, ensuring orders are accurate and submitted on schedule.
Monitor inventory needs and communicate with vendors or internal teams to resolve ordering and delivery issues.

Share Night & Event Coordination

Manage the administrative process for restaurant Share Night events from initial request through scheduling.
Communicate with participating organizations to collect required information and coordinate event details with restaurant leadership.
Maintain an organized schedule and records of upcoming Share Night events.

Catering & General Support

Provide administrative assistance to the catering business as needed.
Assist with Central Office events, meetings, special projects, and other administrative needs as assigned.

Notary Services

Maintain an active Notary Public commission or obtain certification upon hire.
Provide notary services for company-related documents and employees as appropriate.

Requires Skills & Abilities:

Strong organizational and time-management skills with the ability to manage multiple responsibilities and deadlines.
High attention to detail and commitment to accuracy.
Strong follow-through and ability to independently manage responsibilities through completion.
Excellent written, verbal, interpersonal, and customer service skills.
Ability to prioritize effectively in a fast-paced environment with changing needs.
Ability to work independently, exercise sound judgment, and identify when an issue should be escalated.
Proficiency with Microsoft Office, including Outlook, Word, and Excel, with the ability to learn new systems.
Ability to handle confidential and sensitive information with discretion.
Dependable, adaptable, and willing to take ownership of both routine and unexpected administrative needs.

Qualifications

High school diploma or equivalent
Previous administrative, office support, receptionist, or similar professional experience preferred.
Experience supporting a multi-location organization, coordinating vendors, managing inventory, or handling fleet-related administration is a plus.
Notary Public certification or willingness to obtain certification.

Physical Requirements