Administrative Assistant Job

Neptune Restaurant Group has 11 different brands offering a variety of cuisine, including Chinese, Japanese, and Italian. With 22 locations and growing, we have been serving the Lower Mainland since 1993.

Our Burnaby location is hiring a permanent full-time administrative assistant to liaise with the restaurant head office and support our administrative operations.

This is an excellent opportunity to build upon your professional experience in a fast-paced and team-oriented environment. You will be a critical team member and will perform a wide variety of administrative functions. The top candidate will possess strong organizational and communication skills and intermediate proficiency in computer skills. If you are interested in a career with a fast-growing hospitality group, we would love to hear from you!

Job duties:
• Develop and update administrative systems to make them more efficient.
• Assist with the drafting and editing of Restaurant Operation Manual.
• Answer phone calls and check company emails and communicate the messages to the appropriate person/department, and maintain contact lists.
• Coordinate weekly staff meetings to review any issues, upcoming events and touch on current and past successes; record highlights and action items.
• Prepare communications, such as memos, emails, invoices, reports and other correspondences.
• Liaise and communicate with the head office on a daily basis, disseminate information and instructions, coordinate all restaurant paperwork to be sent to the head office.
• Create and maintain filing systems, both electronic and physical.
• Receive, sort and distribute mails.
• Manage large reservations and catering services.
• Assist with the drafting and editing of employee training manuals.
• Maintain supply inventory by checking stock to determine inventory level; placing and expediting orders for supplies; verifying receipt of supplies.
• Monitor food and beverage sales, expenses, and promotions; coordinate month-end food and beverage inventory.
• Record and update weekly sales summaries; generate reports to be sent to the head office.
• Perform daily, weekly, monthly, and yearly cash reconciliation and batch transactions.
• Complete all new hire paperwork and maintain employee files.
• Prepare purchase orders and process invoices for payment to suppliers and monitor costs and price fluctuation.
• Perform bi-Weekly payroll submission and review.
• Resolve administrative problems in a timely manner, or report to Manager to avoid escalation.
• Assist the Managing Director with the preparation of monthly success Reports, including:
o Financial Performance
o Labour and Costs
o Initiatives and Event Planning
o Upcoming Holidays or Events to be aware of

Qualifications:

• Minimum one year of work experience in an administrative capacity.
• Minimum college diploma.
• Excellent administrative and organizational skills.
• Excellent written and verbal communication skills.
• Ability to work independently, effectively and with a high level of detail.
• Ability to interact with all levels within and outside of the organization and prioritize and handle multiple tasks
• Working knowledge of Microsoft Office and database applications.
• Ability to maintain working relationships and to communicate policies and procedures.
• Great problem-solving abilities, analytical skills and attention to detail.
• Proficient in MS Office and navigating office equipment such as computers, phones and printers/scanners.
• Knowledge of office management systems and procedures highly preferred.