City Beets Kitchen - Administrative Assistant

Administrative Assistant

City Beet Kitchens, a part of Project Renewal, is a nonprofit social enterprise in New York City, serving high-quality food while creating job opportunities for individuals facing barriers to employment. Originally established in 1995 as Comfort Foods and rebranded in 2015, we operate across two divisions: institutional catering for shelter clients and an events division serving corporate and private clients.

The Administrative Assistant performs a variety of administrative tasks and reports to the Executive Assistant. This individual will be well-organized, detail-oriented and a team player.

Essential duties of the Administrative Assistant include but are not limited to the following activities:

• Enter and process invoices in the Accounts Payable system.
• Prepare monthly revenue reports using POS software and established templates.
• Generate and distribute customer invoices, including applicable credits and adjustments.
• Track receivables and follow up with clients to ensure timely payments.
• Compile meal counts, special requests, and billing data; submit reports to Finance.
• Reconcile petty cash and corporate card expenses; submit monthly reports with supporting documentation.
• Assist with procurement submissions and track billing entries.
• Cross-reference vendor invoices, obtain purchase order numbers, and upload outstanding invoices for processing.
• Support onboarding logistics (orientation schedules, ID badges, document submission).
• Assist with new hire processing, terminations, and job updates in coordination with HR and leadership.
• Maintain accurate employee records and filing systems.
• Track and approve student internship hours in the Culinary Arts Training Program.
• Coordinate the transition of interns into active employment upon program completion.
• Manage menu preparation and distribution; communicate updates and special requests to stakeholders.
• Order and track administrative supplies, kitchen materials, uniforms, and event-related items.
• Manage calendars, schedule meetings, and coordinate logistics.
• Perform general administrative tasks including data entry, scanning, and document management.
• Respond promptly to emails and phone inquiries.
• Prepare presentation and meeting materials for leadership.
• Research potential customers and support outreach efforts for food service programs.
• Maintain and update social media accounts (Facebook and Instagram) with regular content posts.

Qualifications:

• Bachelor's degree or equivalent experience.
• 3+ years of administrative experience.
• 2+ years of food services and/or catering experience.
• Superb organizational skills and strong administrative background. Must be able to proactively take on assignments with minimal supervision.
• In depth knowledge of MS Office (Word, Excel, Power Point) as well as QuickBooks.
• Ability to quickly learn and apply skills using Coupa procurement and Dayforce work management.
• Experience with Toast POS platforms and ExtraChef expense tracking software a plus.
• Strong knowledge of skills in social media (i.e. Instagram, Facebook, Tik Tok, Twitter)
• Highly reliable, detail-oriented and resourceful. Must be able to work with team members and coordinate between programs.
• Ability to balance priorities on multiple tasks and maintain workflow in high pressure environment.
• Strong sales as communication skills- verbal and written.

Project Renewal is an equal opportunity employer. Its long-standing policy has been to embrace the equality of opportunity for all employees and applicants without regard to actual or perceived race, color, national origin, alienage or citizenship status, religion or creed, gender (see separately issued Gender Discrimination policy for more detail), physical or mental disability, age (18 and over), military status, arrest record, marital status, domestic partnership status, genetic information or predisposing genetic characteristic, sexual orientation, status as a victim or witness of domestic violence, sex offenses or stalking, unemployment status or any other basis protected by applicable federal, state and local laws.