Administrative Assistant - Ninety Nine Restaurant & Pub

POSITION SUMMARY

Performs a wide range of administrative tasks including greeting visitors, managing all aspects of shipping and receiving, ordering supplies, and maintaining general order & cleanliness of office common areas. Provides a positive and professional impression. Ensures internal customers’ needs are met.

PRIMARY RESPONSIBILITIES – Including, but not limited to:

·         Receive, sort, and distribute incoming mail daily.

·         Receive and ship FedEx and UPS packages to departments/individuals.

·         Plan for and coordinate needs of guests within office.

·         Maintain mailroom equipment: Copy machine, FedEx supplies, postage machine.

·         Order supplies, maintain tidiness, and organization of office common areas: kitchenette, common areas and conference rooms.

·         Accurately code and process invoices, create allocation grids for multi-unit invoices, and follow-up with accounts payable as needed in response to vendor inquiries.

·         Heavily involved in the Capital Expenditure Process for our Facilities department, which includes but is not limited to creating CA forms, facilitating approvals using DocuSign, maintaining various tracking sheets, processing invoices, and creating work orders.

·         Send weekly Manager in Training packages and re-order supplies as needed.

·         Send out Webex invitations and help with presentation slide advancements as requested. 

·         Assist with creating surveys and running reports within SurveyMonkey.

·         Work closely with various departments to ensure training aids are accurate and delivered on-time and in the appropriate format.

·         Ensure SharePoint is up to date with current materials and information.

·         Serve as primary administrative support for the Human Resources department and provide support to Marketing, Culinary, Learning & Development, Operations, and other departments as required.

·         Maintain open communication with operations team and provide support for issues.

·         Review files, records, and other documents to obtain information to respond to requests.

·         Coordinate office events:  biweekly lunches, quarterly meetings, holiday parties.

·         Assist with special projects for various departments and support office staff as assigned.

·         Other duties as assigned.

POSITION QUALIFICATIONS

High School Diploma or GED required.

SKILLS & SPECIFICATIONS

Experience/Training:  

·         Minimum one (1) year experience is preferred.

 Required: 

·         Knowledge of MS Office (Word, Excel, and Outlook); tech savvy.

·         Self-starter with strong organizational skills and detail oriented.

·         Ability to interface respectfully with people at all levels within the organization.

·         Ability to work on multiple projects in a fast-paced environment.

·         Strong sense of urgency and responsiveness to other’s needs.

·         Must be punctual.

·         Maintain a professional appearance.