Administrative Specialist

Description/Job Summary

Job Summary:

The Administrative Services Supervisor plans, coordinates, and directs a broad range of administrative, clerical, and day to day operational services that allows the organization to operate efficiently. You'll wear multiple hats to support the Dining Facility Manager in our day to day operations with correspondence, invoices, ordering, receiving and on-hand support during breakfast and lunch service in the cafeteria, micro-market and coffee shop. Your days will be a mash-up of administrative tasks, serving customers, preparing grab & go and replenishing the Micro Market. If you love to multi-task so time flies and the day is over before you know it, this job is for you!

General Responsibilities:

• Overall front office activities, purchasing requests, facilities and management of the units
• Onboarding process for all new hires.
• Direct hourly employees in the absence of the Dining Facility Manager
• Lead and direct guest facing staff members during operating hours
• Open, close and support action stations during breakfast and lunch service
• Monitor and replenish Micro Market throughout the shift

Basic Qualifications:

• Proficient in use of computers, including accounting software, database software, document management and Microsoft Office.
• Strong verbal and written communication skills
• Ability to interact productively with staff members, management, client representatives and guests.
• Excellent time management skills.
• Organizational and interpersonal skills, excellent customer service skills.
• Minimum one-year related office experience to include typing and creating reports using Microsoft Word and Excel.
• Minimum one-year Administrative Assistant experience preferred, not required.
• ServSafe Certification

Responsibilities:

• Answers phone, responds to inquiries verbally and in writing to employees, vendors, and customers.
• Administer and communicate office policies and procedures.
• Supports Dining Facility Manager and other managers on correspondence and reports.
• Maintains office services by organizing office operations and procedures; manages correspondence; filing systems; reviews and approves supply requisitions.
• Maintains and supervises the maintenance of all office and dining facility equipment, including copier, fax machine, POS, KMS, self-service kiosks etc.
• Collects data for regular reports.
• Responds to general inquiries from employees and guests.
• Inventory management controls and restocking of the Micro Market.
• Prepare and submit reports to Project Manager and Corporate Support Center.
• Maintains all records as required by government regulations and guidelines.
• Assists with receiving and unloading deliveries to proper storage areas while following FIFO procedures.
• Ability to be an effective team member.
• Ability to provide exceptional customer service.
• May be required to support in other positions to support the operation.
• Performs other duties as assigned by Dining Facility Manager and Project Manager.

Additional Responsibilities:

Understand and follow company employee handbook, policy and procedures, and general office procedures.

Physical Demands

• Lift and carry up to 30lbs
• Standing and walking within assigned work area.
• Some bending and stooping
• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.

The person in this position needs to frequently move about the dining facility during peak hours and inside the office to access file cabinets, office machines, food stations etc.