Administrative Support Specialist

4 weeks ago

New York, New York, United States HMG Plus Full time

About HMG+

HMG+ is a renowned hospitality firm, recognized for its exceptional staffing and training services.

Our client, a premier hospitality group established in 1895, is seeking a skilled Administrative Assistant to join their team.

The successful candidate will provide administrative support to the Operations, Sales, Finance, and Culinary teams, ensuring the efficient operation of the production facility/office.

Key Responsibilities:

  • Provide administrative support to ensure efficient operation of the production facility/office.
  • Answer and direct customer inquiries, ensuring timely responses.
  • Manage calendars, timelines, schedule appointments, and coordinate meetings.
  • Mail, fax, or arrange for delivery of products and general mail.
  • Perform data entry and maintain databases.
  • Assist with billing, as needed.
  • Prepare daily production paperwork, including BOL, labels, and production sheets.
  • Assist with HR paperwork and onboarding of new team members.
  • Organize and maintain electronic and hard files.
  • Draft and type office memos.
  • Complete various forms, such as accident reports, applications, and state and local registrations.
  • Prepare, proofread, or process documents, including summonses, subpoenas, complaints, appeals, motions, or pretrial agreements.
  • Assist with implementation and daily management of the ERP system (Odoo).
  • Update and maintain SOP and training binders/programs.
  • Assist with weekly scheduling process, preparing templates, labor tracking, and contacting associates via phone and email.

Requirements:

  • Knowledge of administrative and office procedures and systems.
  • Prior hospitality administrative experience required.
  • Computer proficiency in Windows and Excel.
  • Ability to handle multiple tasks quickly and efficiently.
  • Prior kitchen computer program experience preferred.
  • Strong organizational skills.
  • Detail-oriented.
  • Ability to work independently.
  • Math skills, especially related to food.
  • Ability to communicate effectively with associates, management, clients, and vendors.
  • Able to work flexible schedule to accommodate business levels.
  • Hospitality skills and ability to anticipate needs of others.
  • Knowledge of medical billing procedures a plus.

Education and Experience:

Associate's Degree (or other 2-year degree) preferred.

Physical Demands:

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

While performing the essential duties of this job, the employee is regularly required to:

Work at a computer for long periods of time.

Frequently stand, walk, reach, bend, stoop, push, pull, and kneel.

Frequently utilize the stairs, often while lifting and carrying heavy containers.

Be exposed to hazards, including burns, cuts, scrapes, and frequent exposure of hands to water.

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