Description

The Firehouse Restaurant

Sacramento, CA

Non-Exempt / Hourly Position - Part-Time

$30-$35/hr depending on experience

25-28 hours weekly

The Administrative Assistant supports the day-to-day operations and HR administration of The Firehouse Restaurant. Reporting to the General Manager and coordinating with the HR Consultant as needed, this position handles confidential and time-sensitive information, communicates effectively by phone and email, and completes assigned work accurately and on time. Management establishes priorities appropriate to the part-time schedule; the employee communicates workload conflicts and outstanding deadlines promptly. Responsibilities may change according to business needs. Duties are performed during scheduled working hours, with priorities and any additional hours coordinated with the General Manager.

Operations

· Schedule and prepare the bi-weekly Managers Meeting agenda by compiling input from the management team. Take detailed notes from the meeting and distribute to management team.

· Assist the General Manager with preparation and distribution of the weekly administrative schedule. Verify accuracy before distribution.

· Prepare various reports, including bi-weekly Server Sales Report, monthly Sales and Cover Count Report, Monthly Sales Tracking Report, and Holiday Sales Report.

· Process gift cards for online orders and as needed.

· Assist with menu production, including coordinating the yearly menu schedule, scheduling tastings, and drafting tasting notes, as well as, preparing and printing menus and creating menu tests for FOH.

· Assist with reservations by monitoring GuestCenter reservation system and checking for any potential guest issues and notifying the GM and managers on duty to handle, adding notes in GuestCenter on holidays of what we are offering and holiday guarantees to GuestCenter. In addition, reviewing Wellington pre-orders weekly and assisting with booking reservations as needed.

· Assist with restaurant inventory, including but not limited to updating inventory templates and pricing, inputting purchase orders into inventory templates, place supply orders.

· Research vendors and products to identify cost-effective and high-quality options for the company.

· Coordinate with vendors to schedule services as requested and ensure timely deliveries. Maintain record of Firehouse preferred vendors.

· Track large maintenance projects.

· Streamline processes of record keeping by building forms and templates, such as pre-shift templates and spreadsheets for sales tracking.

· Carry out administrative duties such as filing, typing, copying, binding, scanning, answer and direct phone calls, maintain document and file organization, etc.

· Perform other related administrative duties as assigned, with priorities established by management within the part-time schedule.

Human Resources

· Assist with recruitment, including screening resumes, scheduling interviews, performing reference checks, and preparing and issuing approved offer letters to hourly restaurant staff.

· Coordinate onboarding for hourly restaurant staff, ensure completion of required documents, and conduct orientation using approved materials.

· Assign and oversee employee lockers.

· Assist employees with routine questions and concerns. Promptly refer sensitive employee relations matters, complaints, leave or accommodation requests, and disciplinary issues to the General Manager and HR Consultant. Participate in meetings, take notes, and prepare draft Records of Conversation for review as requested.

· Maintain accurate and confidential HR records, follow up for required documents, and upload records to the appropriate employee files in Paylocity. Restrict access to sensitive information to authorized personnel.

· Assist the HR Consultant with labor audits by gathering records, tracking follow-up items, and implementing approved administrative corrections.

· Coordinate and distribute approved safety and HR training, track completion, and follow up with managers and employees on outstanding requirements.

· Provide HR administrative support, including preparing approved memos, receiving and securely routing medical documentation to the HR Consultant, coordinating delivery of final pay and approved separation documents with payroll and management, and relaying employee call-outs received during scheduled hours.

· Assist with employee engagement initiatives, training coordination, and other HR projects as directed by management and the HR Consultant.

Requirements

Skills and Experience Requirements

· A minimum of 3 years of administrative experience, preferably in the restaurant industry or in a related field.

· Bachelor’s Degree preferred.

· Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat. Experience with Paylocity or similar HR and payroll systems preferred.

· Strong organizational skills and attention to detail.

· Excellent written and verbal communication skills.

· Ability to prioritize multiple assignments, meet deadlines, and communicate when workload exceeds available scheduled hours.

· Ability to work independently and as part of a team.

Personal Qualifications

· High standard of work ethic, honesty, integrity, loyalty, and dedication

· Ability to keep matters confidential

· Must be goal and team oriented

· Ability to quickly solve problems

· Act responsibly

· Good phone etiquette

· People oriented

· Positive attitude

Physical Requirements and Work Environment

· Work primarily in an onsite office within a restaurant environment, with occasional movement throughout the restaurant to support administrative tasks.

· Perform computer and desk work for extended periods, with changes in position as needed.

· Occasionally move office supplies, files, and materials as required for assigned duties.

· Communicate effectively with employees, managers, guests, and vendors in person, by phone, and in writing. Essential functions may be performed with or without reasonable accommodation.