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The Office Administrator is responsible for managing administrative tasks and providing support to the restaurant’s management team. They ensure the smooth operation of the restaurant’s office by handling various administrative duties, maintaining records, and coordinating office activities. The Office Administrator plays a crucial role in supporting the overall efficiency and effectiveness of the restaurant’s operations.
Job Responsibilities:
1. Administrative Support:
– Provide administrative assistance to the management team, including the General Manager and supervisors.
– Manage and maintain office supplies, ensuring an adequate inventory is maintained.
– Prepare and manage correspondence, reports, and documents, including emails, memos, and presentations.
– Handle incoming and outgoing mail, including sorting, distributing, and coordinating shipments.
– Schedule and coordinate meetings, appointments, and travel arrangements for the management team.
2. Record Keeping and Documentation:
– Maintain accurate and up-to-date records, files, and databases for various administrative purposes.
– Prepare and maintain employee records, including attendance, leaves, and personal information.
– Assist with payroll preparation by providing relevant data to the HR or accounting department.
– Ensure compliance with local regulations and maintain records related to licenses and permits.
3. Communication and Coordination:
– Serve as a point of contact for internal and external stakeholders, including employees, vendors, and customers.
– Answer phone calls, respond to inquiries, and direct calls to the appropriate personnel.
– Coordinate and communicate with different departments, ensuring smooth information flow and collaboration.
– Assist with maintaining effective communication channels within the restaurant, such as bulletin boards and digital platforms.
4. Data Entry and Reporting:
– Enter and maintain data accurately in relevant systems, such as inventory management or financial software.
– Generate reports, summaries, and analyses based on collected data as needed.
– Support the management team in analyzing data and preparing presentations for meetings or business reviews.
5. Financial Support:
– Assist in basic bookkeeping tasks, such as tracking expenses, processing invoices, and reconciling receipts.
– Support the accounting department in maintaining financial records and preparing financial reports.
– Collaborate with the management team to ensure adherence to budgetary guidelines and expense control.
Qualifications and Skills:
– G.C.E Ordinary Level Examination; additional certifications or education in office administration is a plus.
– Proven experience in an administrative role, preferably in the food service or hospitality industry.
– Proficiency in using office software, including word processing, spreadsheets, and presentation tools.
– Strong organizational and time management skills, with the ability to prioritize tasks effectively.
– Excellent communication skills, both verbal and written, with a professional and friendly demeanor.
– Attention to detail and accuracy in record keeping and data entry.
– Ability to handle multiple responsibilities and work well in a fast-paced environment.
– Familiarity with basic accounting principles and experience with bookkeeping tasks is advantageous.
– Knowledge of relevant local regulations and compliance requirements is desirable.