City Beets Kitchen - Administrative Assistant

Project Renewal•New York, NY

23d•Onsite

About The Position

The Administrative Assistant performs a variety of administrative tasks and reports to the Executive Assistant. This individual will be well-organized, detail-oriented and a team player.

Requirements

Bachelor’s degree or equivalent experience.
3+ years of administrative experience.
2+ years of food services and/or catering experience.
Superb organizational skills and strong administrative background.
Must be able to proactively take on assignments with minimal supervision.
In depth knowledge of MS Office (Word, Excel, Power Point) as well as QuickBooks.
Ability to quickly learn and apply skills using Coupa procurement and Dayforce work management.
Highly reliable, detail-oriented and resourceful.
Must be able to work with team members and coordinate between programs.
Ability to balance priorities on multiple tasks and maintain workflow in high pressure environment.
Strong sales as communication skills- verbal and written.

Nice To Haves

Experience with Toast POS platforms and ExtraChef expense tracking software a plus.
Strong knowledge of skills in social media (i.e. Instagram, Facebook, Tik Tok, Twitter)

Responsibilities

Enter and process invoices in the Accounts Payable system.
Prepare monthly revenue reports using POS software and established templates.
Generate and distribute customer invoices, including applicable credits and adjustments.
Track receivables and follow up with clients to ensure timely payments.
Compile meal counts, special requests, and billing data; submit reports to Finance.
Reconcile petty cash and corporate card expenses; submit monthly reports with supporting documentation.
Assist with procurement submissions and track billing entries.
Cross-reference vendor invoices, obtain purchase order numbers, and upload outstanding invoices for processing.
Support onboarding logistics (orientation schedules, ID badges, document submission).
Assist with new hire processing, terminations, and job updates in coordination with HR and leadership.
Maintain accurate employee records and filing systems.
Track and approve student internship hours in the Culinary Arts Training Program.
Coordinate the transition of interns into active employment upon program completion.
Manage menu preparation and distribution; communicate updates and special requests to stakeholders.
Order and track administrative supplies, kitchen materials, uniforms, and event-related items.
Manage calendars, schedule meetings, and coordinate logistics.
Perform general administrative tasks including data entry, scanning, and document management.
Respond promptly to emails and phone inquiries.
Prepare presentation and meeting materials for leadership.
Research potential customers and support outreach efforts for food service programs.
Maintain and update social media accounts (Facebook and Instagram) with regular content posts.