FOH - Office Administrator

Purpose: This person is responsible for coordinating and maintaining all office duties and support for the BOH and FOH management.

Key Responsibilities/Accountabilities:
Financials
• Responsible for bank transactions
o Daily Cash Deposit - count, compare to sales report, prepare deposit slips.
o Daily Change – Make change on 5 registers (AM and PM) count change left in change box and fill in the change request.
• Petty cash procedures
o Receipts- daily collect, record and reimburse employees for petty cash spent. Obtain approval from GM or AGM on purchases
• Replenish petty cash
• Reconcile petty cash on a weekly basis.
• Reconcile and communicate petty cash at EOM to Axel and GM.
• Keep daily separate record of register extras.
Employees
• Employee Records- have new employees fill out all forms of hire package. Scan and e-mail documents to HR. Scan employee fingerprint for clocking in/out. Communicate Traliant anti sexual harassment training and ensure employee completion.
• Time adjustments- using labor report add to the Time adjustment list and have employees sign when they forget to clock in or out and adjust in Time Pro. Scan and send to HR.
• Tip sheet – Daily basis to fill in template using labor report, compare on a weekly basis to POS systems sales report to make sure both match. Post tip sheet for employees to see daily.
• Payroll – Enter hours, tips, PTO onto the payroll template
• Request employee letters and changes from HR
Customers
• House Accounts- update information when needed and scan receipts.
• Fulfill receipt requests by searching on POS systems.
• Send and receive credit card authorization forms for large reservations or guests looking to pay part of full dinner for someone else.
• Process and ship online gift card orders
• During holidays help with taking, processing, and organizing holiday orders, especially shipping and delivery.
Ordering and Inventory
• Order – disposables, non-alcoholic beverages, condiments, silverware, china, glassware, supplies, (please check and review ordering lists)
• Receive deliveries of items ordered, make sure nothing is missing from delivery or that nothing is damaged.
• Coffee/water inventory – Continuously record water and coffee received and count stocked items (with help from baristas) and enter into appropriate spread sheets.
• Wine inventory- Enter invoices to our system, import sales, enter items in log book and compare numbers to what is in stock using the counts done by Beverage Manager and the bartender. Print “on hand report” on weekly basis. Print stock value report on the first day of the month and e-mail to Staff Accountant
Menus/Online Platforms
• Check menu needs with host team/managers and communicate menu pars to menus@sahospitalitygroup.com.
• Check Online platforms and online menus for accuracy in both items listed, menu descriptions, and pricing
• Communicate any changes to online menu platforms to menus@sahospitalitygroup.com
• Review of menus and menu platforms is recommended once a week or bi monthly. When new menus roll out check upon roll out.
• Review accuracy of QR code with new menu roll outs.
XtraChef
• Take pictures and upload of all invoices received
• Stamp all invoices uploaded with the “Scanned” red stamp
• Place in scanned invoices folder to be sent to office weekly with the weekly bag
Organization & Maintenance
• Phone lists: Update phone lists (wholesale, maintenance, service providers employees.
• Gift Card Log: Use the forms filled out at the moment of purchase to update general, online gift card logs and OT with guests’ information.
• Prepare the new financial spread sheets for reconciliations needed for the New Year and help maintain and edit others as needed. After the New Year close all the financial sheets and send to the office.
• Weekly Bag to the office –Gather and send with a messenger, include
• Daily receipts and reports.
• Hard copies of employee documents, including payroll package,
• Invoices arranged by date and company with credit notes.
• Company mail.
• Petty cash reconciliation along with receipts
• Once a month send in this bag previous cake orders with receipts, hard copy of Gift card log filled out at the counter at the time of purchase.
• When there are emergencies and GM is not in the restaurant call Maintenance and discuss what the next step to take is. (Whether it should be looked at first or we need to call service company)
• Maintain cleanliness and organization of the office.
Minimal Essential Requirements:
• The ability to work as part of a team, and personal cleanliness.
• Very basic food handling, preparation, and cleaning skills are welcomed.
• Time management and ability to work under pressure to manage high volume of production.
• Active listening and learning skills.
• Reading and speaking comprehension skills
• Discipline to follow set standards.
• Ability to lift up to 30lbs.
ADA: SA Hospitality Group will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.