Administrative Lead

Administrative Lead

The Administrative Lead is responsible for supporting the day-to-day administrative and financial functions of the location while serving as a key operational support partner to leadership. This role ensures accurate financial processing, administrative organization, recruiting coordination, and compliance with company procedures.

The Administrative Lead plays an essential role in maintaining efficient back-office operations by managing financial documentation, supporting hiring processes, coordinating administrative workflows, and helping ensure operational accountability across the location.

This position requires strong organizational skills, financial accuracy, professionalism, and the ability to manage multiple priorities in a fast-paced hospitality environment.

Essential Duties and Responsibilities

Financial Administration

• Prepare, verify, and complete daily bank deposits accurately and on schedule
• Conduct bank runs and ensure secure transport and handling of company funds
• Reconcile daily cash activity, deposits, and supporting financial documentation
• Review and organize invoices for submission and approval
• Maintain accurate financial records and supporting documentation
• Track invoices, payment requests, and expense submissions
• Identify discrepancies and communicate issues promptly to leadership
• Assist with financial reporting and operational recordkeeping as needed
• Ensure adherence to company cash handling and financial control procedures

Administrative Operations

• Maintain organized administrative filing systems for operational and financial records
• Ensure all required location documentation is current, complete, and properly maintained
• Support inventory of office and administrative supplies
• Prepare reports, spreadsheets, and documentation for location leadership
• Maintain scheduling records and administrative tracking tools
• Support operational documentation processes and internal record retention

Recruitment & Interview Coordination

• Coordinate interview scheduling for candidates and hiring managers
• Conduct candidate outreach and follow-up communication
• Assist with applicant tracking and recruiting workflow management
• Prepare interview packets and hiring documentation
• Support onboarding preparation and new hire administrative processing
• Ensure required employment paperwork is completed accurately and submitted timely

Leadership & Operational Support

• Provide direct administrative support to the General Manager and leadership team
• Assist with meeting preparation, reports, and operational communications
• Track follow-up items, deadlines, and administrative action items
• Support communication between location leadership and corporate departments
• Assist with implementing process improvements to improve efficiency

Compliance & Confidentiality

• Maintain confidentiality of employee, financial, and operational information
• Ensure compliance with company administrative standards and documentation procedures
• Support internal audits, reporting requests, and documentation reviews
• Follow all company policies related to financial accountability and record management

Qualifications

• High school diploma or GED required
• Associate degree in business administration, accounting, or related field preferred
• Minimum of 2 years of administrative, bookkeeping, office support, or financial coordination experience
• Previous hospitality, restaurant, retail, or airport operations experience preferred
• Experience handling invoices, reconciliations, deposits, and administrative documentation
• Strong proficiency in Microsoft Office, particularly Excel.

Physical & Mental Requirements

• Ability to sit, stand, and move throughout the workday
• Ability to occasionally lift and carry up to 25 pounds
• Ability to travel locally for bank runs and administrative errands
• Ability to manage multiple deadlines simultaneously
• Ability to maintain focus and accuracy in a fast-paced environment
• Strong analytical and organizational thinking skills

Work Environment

This position operates in a fast-paced airport hospitality environment and requires regular interaction with operational leadership, team members, vendors, and corporate support departments.

Schedule flexibility may be required based on business needs, operational deadlines, and location demands.

STANDARD SPECIFICATIONS

Employees in this position are required to adhere to any job-related instructions and perform any additional duties assigned by authorized personnel. The requirements outlined in this document represent the minimum levels of knowledge, skills, or abilities necessary for this role.

This document does not establish an employment contract, either explicit or implied, other than maintaining an "at-will" relationship.