Purpose: The Office Administrator is responsible for coordinating and maintaining all office duties and support for the BOH and FOH management for both Sant Ambroeus restaurants in Southampton and East Hampton.
This is a seasonal position overseeing Sant Ambroeus in Southampton and East Hampton. Must have availability from May through Columbus Day 2024.
Key Responsibilities/Accountabilities:
Financials
Responsible for bank transactions
o Daily Cash Deposit - count, compare to sales report, prepare deposit slips.
o Daily Change – Make change on 5 registers (AM and PM) count change left in change box and fill in the change request.
Petty cash procedures
o Receipts- daily collect, record and reimburse employees for petty cash spent. Obtain approval from GM or AGM on purchases.
Replenish petty cash.
Reconcile petty cash on a weekly basis.
Reconcile and communicate petty cash at EOM to Axel and GM.
Keep daily separate record of register extras.
Employees
Employee Records- have new employees fill out all forms of hire package.
o Verify I-9 documents during onboarding process.
o If needed, guide employee through digital onboarding completion.
o Communicate to HR when digital onboarding is complete as final step.
o Understand paper onboarding process should digital onboarding be inaccessible.
o Scan and e-mail documents to HR.
o Scan employee fingerprint for clocking in/out.
o Communicate anti sexual harassment training and ensure employee completion.
Tip sheet – Daily basis to fill in template using labor report, compare on a weekly basis to POS systems sales report to make sure both matches. Post tip sheet for employees to see daily.
Payroll – Enter hours, time adjustments, tips, PTO onto the payroll template.
Request employee letters and changes from HR.
Customers
House Accounts- update information when needed and scan receipts.
Fulfill receipt requests by searching on POS systems.
Send and receive credit card authorization forms for large reservations or guests looking to pay part of full dinner for someone else.
Process and ship online gift card orders.
During holidays help with taking, processing, and organizing holiday orders, especially shipping and delivery.
Ordering and Inventory
Order – Office supplies, uniforms and Amazon orders.
Menus/Online Platforms
Check menu needs with host team/managers and communicate menu pars
Check Online platforms and online menus for accuracy in both items listed, menu descriptions, and pricing.
Communicate any changes to online menu platforms
Review of menus and menu platforms is recommended once a week or bimonthly. When new menus roll out check upon roll out.
Review accuracy of QR code with new menu roll outs.
XtraChef
Scan and upload all invoices received.
Stamp all invoices uploaded with the “Scanned” red stamp.
Place in scanned invoices folders to be sent to office.
Approve all invoices daily.
Organization & Maintenance
Phone lists: Update phone lists (wholesale, maintenance, service providers employees.
Prepare the new financial spread sheets for reconciliations needed for the New Year and help maintain and edit others as needed. After the New Year close all the financial sheets and send them to the office.
Weekly Bag to the office –Gather and send with a messenger, include:
o Daily receipts and reports.
o Hard copies of employee documents, including payroll package,
o Invoices arranged by date and company with credit notes.
o Company mail.
o Petty cash reconciliation along with receipts
o Once a month send in this bag previous cake orders with receipts, hard copy of Gift card log filled out at the counter at the time of purchase.
When there are emergencies and DO is not in the restaurant call DO and discuss what the next step to take is. (Whether it should be looked at first or we need to call service company)
Maintain cleanliness and organization of the office.
Minimal Essential Requirements:
The ability to work as part of a team, and personal cleanliness.
Spanish speaker is a must.
Ability to communicate and understand direction in English to ensure safety in the workplace. Ability to understand, respond, and engage with co-workers, managers, and guests in English.
Must have a valid driver’s license and use of own transportation.
Willingness to travel between two restaurant locations.
Very basic food handling, preparation, and cleaning skills are welcomed.
Time management and ability to work under pressure to manage high volume of production.
Active listening and learning skills.
Reading and speaking comprehension skills
Discipline to follow set standards.
Ability to lift up to 30lbs.
ADA: SA Hospitality Group will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.