Bakery Office Administrator

RB Holdings•New York, NY

2d•Onsite

About The Position

Birley Bakery is the newest opening by club owner and entrepreneur Robin Birley, owner of the prestigious private members’ clubs 5 Hertford Street and Oswald’s in London. Located on Madison Avenue on the Upper East Side, Birley Bakery aims to create a warm and welcoming environment inspired by the traditional boulangerie‑pâtisserie. We fulfil the needs of households seeking exceptional quality by offering simple yet elegantly crafted bread, pastries, and desserts. You will work closely with the management team in our Bronx commissary kitchen and the Birley Bakery, supporting the wider team in establishing smooth operational procedures. You will report directly to the Executive Pastry chef. This is an office‑based role, Monday to Friday, except during stock‑taking periods. The position requires excellent communication skills, strong administrative abilities, good knowledge of Excel, and the flexibility to adapt as the business grows. The office is located on the Upper East Side.

Requirements

Previous administrative experience, preferably within a hospitality or retail environment.
Willingness to learn new systems and adapt to a developing business.
Experience with EPOS systems (e.g., Tevalis or similar system).
Good level of English.
Friendly, approachable, and professional manner.
Proficiency in Microsoft Office, especially Excel (formulas, charts, lookups) and Word.
Excellent communication and interpersonal skills.
Strong time‑management skills, with the ability to multitask, prioritize, and stay organized.
Capability to support daily business operations.
Willingness to assist colleagues as needed for smooth operations.
Welcoming and positive attitude, aligned with our company values and culture.

Responsibilities

Assist with purchasing and communicating with suppliers on behalf of the HOD.
Managing all packaging and it’s monthly stock take for Birley Bakery.
Liaise with internal teams to ensure accurate and timely fulfilment of customer orders and deliveries.
Set up and manage recipes and costings within the Tevalis system.
Create and update bakery documentation, including systems of work, training materials, and operational guides.
Maintain and update Health & Safety records.
Manage stock transfers between bakery sites using Tevalis & Excel.
Input supplier invoices into internal systems and support credit card reconciliation.
Assist with payroll management for our Bronx production facility.
Maintain, refresh, and share basic Excel reports that support daily operations.
Ensure all working practices comply with company and governmental food safety regulations.
Allocate and transfer items to the appropriate sites (shops/kitchen/clubs) via Tevalis.
Assist with additional administrative tasks as needed (e.g., updating/uploading checklists, rotas, etc.).
Comply with all company rules, regulations, and employment terms.
Follow any reasonable request or instruction from line managers as part of normal duties.
Attend training courses as required.