Craft Kitchens - Administrative Assistant

Wallis Companies; Maryland Heights (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

Wallis Companies is seeking a Commissary Administrative Assistant to support the Commissary General Manager, leadership team, and the overall administration of the company’s food program. You will handle a broad mix of clerical duties, financial tasks, scheduling, reporting, and project support to keep daily operations running smoothly.

Key responsibilities include managing driver schedules, processing payments and credits, performing data entry in JERA software, assisting with budgeting and

Qualifications

• High school diploma or equivalent.
• Minimum 2 years office experience in business administration.
• English language proficiency including reading, writing, and speaking.
• Ability to read, write, speak, and understand English for communication with managers, clients, customers and the public.

Responsibilities

• Receive and process special orders from stores to ensure timely and accurate fulfillment.
• Manage the “Check Log” to track customer payments by check, ensuring proper record-keeping.
• Supervise 2-4 Delivery Drivers, ensuring compliance with DOT regulations and scheduling maintenance.
• Assist with financial analysis, budgeting, and pricing strategies for the commissary.
• Protect company assets by reconciling cash and petty cash weekly and controlling inventory.

Skills

Multitasking

Communication

Problem solving

Customer service

Teamwork

Adaptability

Education

High school diploma or equivalent

Tools

JERA software

Job description

The Commissary Administrative Assistant plays a key role in supporting the daily operations and long-term projects of the Commissary General Manager, the leadership team, and the overall administration of Wallis Companies' food program.

RESPONSIBILITIES BY COMPETENCY

bolded text denotes an essential function of the position

Business Results Orientation

• Receive and process special orders from stores to ensure timely and accurate fulfillment.
• Manage the “Check Log” to track customer payments by check, ensuring proper record-keeping.
• Supervise 2-4 Delivery Drivers, ensuring compliance with DOT regulations, scheduling maintenance of delivery trucks, and planning efficient delivery routes.
• Assist the Commissary General Manager with financial analysis, annual budgeting, and pricing strategies.
• Protect company assets by reconciling cash box and petty cash weekly, investigating store shortages, and controlling inventory within established guidelines.
• Perform other duties not listed as required

Communication

• Prepare and distribute daily production sheets to teams, ensuring clear communication of tasks.
• Report operating discrepancies to management after thorough investigation.
• Assist in implementing the HACCP plan and managing special projects, such as updating product recall forms and developing emergency evacuation action plans.

Customer Service Orientation

• Process store credits for short or damaged products, maintaining financial accuracy.
• Provide vendor services, including checking in orders upon delivery, creating and running invoices, and keying order and supply entries to ensure smooth operations.
• Address customer payment inquiries and discrepancies efficiently.

Developing Talent

• Supervise and develop 2-4 Delivery Drivers, ensuring they receive proper training and adhere to compliance requirements.
• Assist in preparing work schedules and ensuring timekeeping and payroll accuracy for the team.

Technical Expertise

• Perform data entry and manipulation in JERA software, including entering invoices, updating templates, and processing ending inventory.
• Ensure the proper management and maintenance of commissary equipment and vehicles.

SUPERVISORY RESPONSIBILITES

Direct: None

Indirect: None

QUALIFICATIONS

(bolded font denotes an essential qualification of the position)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: High school diploma or equivalent

Experience: Minimum of 2 years of office experience in business administration

or a related field;

Language Skills: Ability to read, write, speak, and understand English in a manner

that is sufficient for effective communication with groups of managers, clients, customers and the general public

Skills and Abilities

(May be representative but not all-inclusive of those commonly associated with the position)

• Strong ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment.
• Exceptional verbal and written communication skills, with the ability to clearly convey information and interact professionally with team members, vendors, and customers.
• Strong problem-solving skills with the ability to address issues proactively and find efficient solutions.
• Dedicated to providing excellent customer service, with the ability to handle inquiries and issues professionally and efficiently.
• Ability to work effectively as part of a team, providing support and fostering a positive work environment.
• Flexible and adaptable to changing priorities and demands, with the ability to handle unexpected challenges.

Technology, Tools, and Equipment

• Prior experience with JERA software

(Proficiency with preferred items is not required to meet minimum qualifications, but proficiency must be established to complete essential job functions)

Certifications, Licenses, and/or Registrations

Amount of time

None

Under 1/3

1/3 to 2/3

Over 2/3

See:

Must be able to read computer screens, reports, etc.

Stand/Walk

Occasional visits to other locations

Sit

Must be able to perform work at a desk or computer

Touch/Grasp/Feel

Must be able to input electronic data, manipulate paper, use phone system

Climb or Balance

Stoop, Kneel or Crawl

Talk or Hear

Must be able to communicate in person and on the telephone

Lifting

Lifting: Up to 10 pounds:

Up to 25 pounds:

Up to 50 pounds:

Up to 100 pounds:

Working Conditions

DISCLAIMER

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the

right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.