Admin Coordinator (F&B Experience Ideal) - Urbanspace NYC

POSITION TITLE: Admin Coordinator

DEPARTMENT: Admin

LOCATION: New York

FLSA STATUS: Non-Exempt

REPORTS TO: General Manager/ Director of Operations

This position will provide support to the front and back of house operations teams and is comprised of accounting and administrative support functions. This position will ensure that all financial transactions are processed according to the standard operating procedures in place including the timely, accurate processing of payroll. General human resources administrative tasks include managing paper flow for new hire paperwork and on-boarding, benefits administration, processing salary and position updates, and other similar events in an employee's lifecycle. 

Prior restaurant / food & beverage experience is ideal. 

Principal Duties and Essential Responsibilities:

General Administrative Support

• Maintain office supply inventories, place orders as needed on a monthly basis
• Open and process all mail
• Pull reports from payroll system as requested for labor, compliance, retention, or tax purposes 
• Oversee administration of all software, including but not limited to Hot Schedules, Toast POS, Clover POS, Toast Payroll System, Asana maintenance software, and delivery + third party platforms
• Lead the coordination of maintenance tickets including cleaning schedules and preventative maintenance schedules 
• Create and send all scheduled e-mails and communication to teams (celebrations, weekly focus, etc)
• Respond to all state or federal agency requests for information in a timely manner including but not limited to: Unemployment Notices, Income Execution Orders, Child Support Orders
• Print and fix labels for all concepts, Print Me
• Assist with other administrative tasks as assigned

Accounting and Bookkeeping

• Process accounts payable and receivable including: enter and verify bills, invoices, and purchase orders, ensuring all standard operating procedures are being followed
• Set up and maintain financial records in paper and cloud-based file systems
• Main point of contact for all accounts payable and vendors 
• Maintain confidentiality regarding the organizations financial and personnel information
• Process payroll in a timely and accurate manner
  • Review timesheets and tip sheets on a daily basis to ensure accuracy
  • Follow up with employees regarding any discrepancies in time cards or tips
  • Maintain accurate records of paid time off, including sick pay
  • Ensure payroll processes maintain compliance with all federal, state, and city laws as well as the organization's standard operating procedures
  • Process reimbursements or payouts for managers 
  • Audit and finalize weekly payroll for all employees to HR for final processing and review
  • Maintain proper and accurate records of time cards, adjustment sheets, wage withholdings, etc. per the organizations filing system
• Assist in preparation for monthly, quarterly or annual audits as needed
• Prepare all weekly, monthly, quarterly or annual reports and financial statements for review by controller or operations
• Maintain the cash banking system per the standard operating procedures, including but not limited to, reconciling daily cash, performing safe counts, tracking and preparing all cash deposits or withdrawals, managing the petty cash and payouts
• Maintain the credit card tracking system for the location - tracking all purchases and uploading receipts per company's standard operating procedures

Human Resources and Compliance

• Maintain accurate employee records 
• Oversee new hire onboarding
  • Onboard potential new employees per managers' submissions
  • Ensure digital paperwork is completed via Toast portal, including copies of IDs and Rate of Pays are uploaded by managers
  • Verify IDs meet the I9 requirements and complete I9 step when applicable
  • Provide all relevant training materials and orientation information to new hires 
• Answers any employee questions about policies and procedures and refers to Human Resources department as needed
• General benefits administration including overseeing open enrollment, processing new enrollments and separations, communicating deadlines to new employees in compliance with all federal laws
• Manage administration of employee life cycle events including pay rate and position changes, employee contact information, and separations
• Oversee Anti Harassment Training requirement per NYS law, and any other required training steps, for all new hires and for  existing employees on an annual basis
• Respond to employee or third party requests for employment or wage verification
• Respond to employee requests for documentation or records in a  timely manner and in accordance with all laws

On Site Compliance 

• Manage on site compliance - ensuring all required legal postings are accurate, displayed appropriately, and complete at all times
• Perform quarterly audit of the above to ensure compliance, submitting checklist to  HR as required
• Request, order, or otherwise replenish any posting that is not accurate or is missing 
• Liaise with HR in requesting audits and provide accurate information to on site General Managers to ensure compliance

About You - Profile for Success

The right person for this role will possess the following qualities:

• Integrity – consistently works with the best interest of the company at all times by maintaining transparency and making every effort to protect confidentiality 
• Resourcefulness – anticipates probable issues and takes action to proactively to resolve 
• Problem Analysis and Problem-Solving – uses critical thinking in identifying the actual problem, root causes and context, before developing and implementing a solution
• Organization – properly sets priorities, allocates and uses resources appropriately, and has the ability to work efficiently in an office setting
• Communication – exhibits effective and professional verbal and written communication 
• Attention to Detail– strives for and achieves thoroughness and accuracy in all aspects of job functions
• Flexibility – can easily move back and forth between different job demands. Able to wear multiple hats within a defined space or time frame, for long or short periods of time