Administrative Assistant

The Firehouse Restaurant; Sacramento (CA); On-site; USD 34,000 - 44,000; Part time

Job summary

The Firehouse Restaurant in Sacramento, CA is seeking an Administrative Assistant to support day-to-day operations on a part-time, hourly schedule. You will handle confidential information, communicate by phone and email, and coordinate with the Payroll/Accounting Manager and HR Consultant as needed to keep processes running smoothly.

The role includes HR tasks, meeting scheduling, report preparation, inventory support, and general administrative duties.

Qualifications

• Minimum of 3 years administrative experience, preferably in a restaurant or related field.
• Bachelor’s Degree preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat. Paylocity or similar HR/payroll systems preferred.
• Paylocity experience preferred.

Responsibilities

• Schedule and prepare the bi-weekly Managers Meeting agenda; take notes and distribute to management.
• Prepare reports: bi-weekly Server Sales, monthly Sales and Cover Count, Monthly Sales Tracking, and Holiday Sales reports.
• Process gift cards for online orders as needed.
• Assist with reservations by monitoring GuestCenter and communicate issues to GM/Managers; note holidays and offers.
• Assist with inventory: update templates, pricing, and place purchase orders.
• Research vendors to identify cost-effective, high-quality options.
• Streamline record-keeping with forms and templates for sales tracking.
• Carry out general administrative duties: filing, typing, copying, scanning, answering calls, and document organization.
• Perform other related duties with priorities set by management.

Skills

Administrative experience

Communication skills

Organizational skills

Teamwork

Independent work

Education

Bachelor’s Degree preferred

Tools

Microsoft Office

Paylocity

Adobe Acrobat

Job description

The Firehouse Restaurant

Sacramento, CA

Non-Exempt / Hourly Position - Part-Time

$25 - $32/hr depending on experience

24 - 28 hours weekly

The Administrative Assistant supports the day-to-day administration of The Firehouse Restaurant. Reporting to the Payroll/Accounting 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 their 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.


• 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 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.


• 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.


• Coordinate onboarding for hourly restaurant staff, ensure completion of required documents.


• 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.


• Assist the 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.


• Assist with employee engagement initiatives, training coordination, and other misc 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.


• Paylocity experience 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 on-site 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.