Administrative Assistant

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

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time.
• Ability to occasionally travel locally for BMV visits

*** Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions***
Work schedule

• 8 hour shift
• Monday to Friday

Benefits

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• 401(k)
• Employee discount