Administrative Assistant Job at Houston Country Club in Houston

Description:

DEPARTMENT: Kitchen FSLA STATUS: Non-Exempt

JOB TITLE: Culinary Administrative Assistant SUPERVISES: None

REPORTS TO: Executive Chef

JOB SUMMARY: Performs general office tasks and assists the Executive Chef in the day-to-day administration of the department.

JOB TASKS: Computer Data Entry, Daily Administrative Duties, Reporting

Administrative

• Process invoices and turn invoices to Accounts Payable with the corresponding reports.
• Helps Purchasing input invoices into Food Trak system.
• Keeps record and generates labor hours for the week, month, YTD.
• Works with purchasing to keep a clean checkbook and be a liaison between the chef and purchasing team to ensure we make our food cost budget.
• Takes dictation, records meeting minutes, handles trace files, keeps filing system up to date handles mail, email, and all telephone calls, and tends to Chef’s correspondence.
• Develops special forms, charts, and documents to ensure the activities of the kitchen.
• Attend the kitchen management meetings, staff meetings, and any other meetings requested by the Executive Chef. Prepare meeting agendas, issue meeting minutes and provide the necessary documents to conduct these meetings prior to the meetings.
• Work with the communications director to create and send targeted e-blasts, create event menus, create event posters, and other promotional materials.
• Takes dictation from the Chef, types, edits, and distributes letters, memos, and faxes on the Chef’s behalf. Issues a copy to the Chef of all documents, as well as filing a copy in its corresponding file.
• Keep all conversations and written documents that pertain to the kitchen’s activities and employees confidential, recorded, and filed.
• Keep office supplies for kitchen management fully stocked.
• Prepares payroll for the Kitchen department. Checks daily clock-in/clock-out times and overtime for employees. Makes necessary and approved adjustments. Keeps overtime sheets and related documents accessible for all employees.
• Keep the executive chef’s club events (BEOs) organized in a binder and maintain an up-to-date daily event calendar.
• Order and display Employee of the Quarter plaques; track birthdays/work anniversaries/life events for staff, have appropriate cards signed and delivered; assist with other employee recognition efforts throughout the year.
• Update the information board in the kitchen daily as updates are sent out by the events team, to include daily sheet and departmental birthdays.
• Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements.
• Understand expense accounts and cost centers.
• Attends Club events and functions to collect content (photos, videos) to help with future promotional and marketing efforts.

Culinary Employee Record Keeping and Tracking

• Maintain information for new and current employees such as Orientation Packets, Benefit Leave Request Form, Day Request Forms and inform employees of any important information and upcoming events, based on the club’s current standard operating procedures.
• Keep records and issue any changes of kitchen employee’s change in pay rate, status of employment, and vacations on employee files.
• Keep employee records updated and accessible and an updated employee phone and school schedule available for all chefs.
• Reports sick leave, no-shows, accidents, etc., to Human Resources or Accounting by using proper forms.
• Provide support in the hiring process for BOH staff
• Reference Check all possible candidates, set up interviews, give orientation, give a tour of the facility, and process paperwork for all new employees.
• Conduct phone screenings and schedule interviews for acceptable applicants.
• Keep applicant statuses up to date with appropriate notes in the recruiting system tab in Paylocity.
• Assist new hires with the completion of new hire forms.
• Issue uniforms.
• Communicate regularly with hiring managers, applicants/new hires, and HR to shorten the time from initial application to start date.
• Act as lead/liaison for all J-1 student visa programs.
• Facilitate and conduct J-1 student outings.
• Work with HR to set students up with all necessary documents, housing needs, transportation information.

Requirements:

PREFERRED JOB QUALIFICATIONS:

Strong, efficient, and fast with computer skills. Strong computer knowledge, Strong organizational skills, verbal communication skills, resourceful, basic food knowledge, computer experience, and restaurant experience.

Strong understanding of pulling reports and data entry.

Quick learner.

• Bachelor’s Degree (preferred).
• Experience in Canva, Food Trak (Preferred) PowerPoint, and Desktop Organizational Software.
• Strong computer skills with Microsoft Office programs, timekeeping software, Canva.
• Minimum of three (3) years administrative office experience.
• Excellent verbal communication skills.
• Bilingual English/Spanish skills preferred but not required.

Other Requirements:

• This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested. All requirements are subject to possible modifications to reasonably accommodate individuals with a disability.
• A regular weekly work schedule will be agreed upon. However, must be available after normal business hours, on weekends, and on holidays when attendance is required at club events.

Benefits:

Houston Country Club offers an excellent benefits package. After 60 days, full-time employees are eligible for:

Choice of three medical plans, including prescription coverage

Choice of two dental plans

Vision insurance

Employer-paid life and long-term disability insurance

Voluntary life insurance for employees, spouse, and dependents

Employer Employee Assistance Program (EAP)

Free covered parking

Employee meals

Once eligibility criteria are met, our 401(k) plan allows employees to choose between pre- and post-tax contributions, and we match dollar for dollar up to 4% with immediate vesting.

The Houston Country Club Scholarship Fund was established to assist our employees, their children, and their grandchildren pursue their higher education goals. Recipients may receive up to $10,000 per year to be used for tuition, books, and fees.

PHYSICAL FUNCTIONS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, climb stairs, balance, stoop, kneel, crouch, crawl and/or sit up to 10 hours per day.

Use hands to finger, handle, or feel objects, tools and/or controls.

Reach with hands and arms.

Hearing and talking sufficient to communicate with members, guests, and co-workers.

Specific vision abilities include close vision, vision sufficient to read, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Must be able to push, pull or lift to 30lbs.

Independent mobility throughout the Clubhouse.