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Restaurant Office Administrator

4 months ago

Jacksonville, United States Cooper's Hawk Winery & Restaurant Full time

As the Restaurant Office Administrator, you will encompass a broad range of activities related to office administration as well as private events.  In partnership with the General Manager and Restaurant Support Center, you’ll provide support and execute a range of administrative, clerical and financial tasks including invoicing, mail distribution, Guest relations and human resources related duties.  You’ll also handle the administration and coordination of private events, partnering closely with Team Members to provide outstanding Guest service.  

What You’ll Do  

  • Oversee and maintain all tasks related to the back-office procedures and administrative systems
  • Tracking and managing marketing collateral, office supplies, and uniform inventory
  • Manage gratuity systems and daily cash reconciliation
  • Be responsible for preparing and processing invoices in Compeat system
  • Process vacation requests and other payroll-related matters
  • Be responsible for daily Wine Club Membership data entry
  • Answer phone calls and assist guests while utilizing the reservation system
  • Support team member interactions by answering policy, payroll, and benefits questions
  • Partner closely with General Manager & Restaurant Support Center to ensure policies and procedures are followed
  • Assist Management team with screening applications and processing pre- and post-employment paperwork for hourly team members
  • Assist with onboarding new managers and trains office assistant to act as backup on the weekends/vacations
  • Track health and safety certifications for Team Members and Managers; ensures required policies are posted and updated
  • Maintain back-office organization, cleanliness, and security
  • Subject Matter expert with Tripleseat and Eventbrite Systems to ensure events are appropriately booked
  • This includes using the calendar for these systems, 100% accuracy in BEO, keeping contracts, menu design, room design, and payments
  • Communicate event timelines to ensure deadlines are met with our guests, management, and kitchen staff
  • Coordinate appointments and scheduling of events
  • Conduct post-event follow-up to ensure guest’s satisfaction
  • Coordinate monthly Wine Club Events
  • Retrieve custom event décor, amenities, or services to ensure they are correct; oversee correct setup for events
  • Track event finances, including reconciliation of banquet deposits and final payments
  • Maintain inventory of banquet materials and supplies
  • Represent Cooper’s Hawk vision and values and creates a respectful, positive, and professional work environment
  • Maintains a professional image by adhering to guidelines listed in the Team Member Handbook  

 What You’ll Need 

  • Must represent Cooper’s Hawk values
  • Six months of supervisory experience
  • Cash handling experience
  • One year of event planning experience required
  • Self-starter who anticipates event needs, discerns work priorities, and meets deadlines with little supervision
  • Acts as a Cooper’s Hawk brand ambassador and trusted liaison with Team Members, managers, vendors, and suppliers
  • Excellent verbal and written communication skills
  • Manages competing priorities under strict deadlines, must have problem solving skills and attention to detail
  • Has a commitment to creating Community with team members and guests
  • Is team-focused with commitment to high guest service standards
  • Enjoys working with people and enthusiastic about corporate and social event management
  • Has excellent analytical and problem-solving skills
  • Has the ability to read, understand and communicate in English
  • Demonstrates financial and business acumen and strong intrapersonal skills
  • Is proficient in Microsoft Office Suite
  • Preferred certifications include ServSafe and state/local licensing requirements
  • Ability to multi-task and be highly organized
  • Must be able to work up to 40 hours per week in a variety of shifts 

Cooper’s Hawk reviews several factors when establishing compensation. Salaries and hourly wages appearing in a job posting may be published by third parties and may not reflect the salaries or hourly wages offered by Cooper’s Hawk.     

Cooper’s Hawk is an equal opportunity employer.  All qualified applicants are considered for employment without regard to the person’s race, color, religion, national origin, sex, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law. Cooper’s Hawk makes reasonable accommodations during all aspects of the employment process, including during the interview process.     

The information provided above indicates the general nature and level of work required of the position and is not a comprehensive list of all responsibilities or qualifications. The Benefits list is only a highlight of some of the benefits offered to team members; eligibility for certain benefits apply. 

About Us

Cooper's Hawk Winery & Restaurants was created with the inspiration of bringing the Napa Valley experience to all of America, by combining an elegant tasting room with a polished casual restaurant and scratch kitchen. Cooper's Hawk wines have won hundreds of awards and are the Official Wines of the Screen Actors Guild® Awards. We are built upon the belief that food and wine hold the power to forge a COMMUNITY, and with the world's largest wine club membership, we are paving the way to democratizing the good life