Office Administrator -Nobu – Indian Wells

Job Type: Location Type: On-site

 

Description

The Office Administrator provides administrative and human resources support to restaurant management and employees. This role assists HR with daily functions while helping to ensure the restaurant’s office operations, property, inventory, and records are organized and well maintained.

The Office Administrator works closely with HR and follows established policies and procedures. In addition, this position supports restaurant management by assisting with receiving, processing invoices, and coordinating repairs and maintenance as needed.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Create accurate Personnel Action Request (PAR) form for Human Resources (HR) for all changes with employee relationships, such as new hires, terminations, rate change, job changes, etc. *
• Scan/email all pertinent employee documentation and invoices to appropriate department following workflow procedures *
• Performs new hire orientation, time clock registration, and uniform disbursement *
• Create, edit, and administer employee timecard correction sheet, sign-in sheets, bank sheets, cash tip sheet, sales related forms, HR forms, ID cards and parking passes *
• Track time sheet changes, missed punches, early/late punches and notify HR of any payroll discrepancies *
• Handle all aspects of employee tips including verifying, reporting, adjustments, and tracking *
• Reconcile daily cash & revenue reports, including previous day’s bank, gift card transactions, promotions, and coupons. *
• Notify and assist employees of policy changes and trainings keeping in compliance with State and Federal laws *
• Distribute payroll checks and acquire staff signatures for pickup *
• Forward reservation inquiry to West Coast Reservations office, reply to advance reservation inquiries including special reservations, signed and itemized receipts and email. Email to GM when appropriate *
• Assist Manager with producing new restaurant manuals, logs, procedure/policy sheets and assist in training staff during the roll out of new programs or systems *
• Create agenda and contribute to Manager meeting and Personnel meeting- records meeting minutes and distribute timely to all involved *
• Respond to emails and voicemails following correct procedures while using business etiquette *
• Utilize and prepare appropriate shipping methods to send returns and lost & found items *
• Manage USPS and FedEx incoming and outgoing mail including pickup and drop offs *
• Assist with resolution for any Micros/Oracle machine issues and testing with vendors *
• Liaise with Purchasing to check, track, research office equipment leasing, purchase or service contract and update or negotiate terms or price *
• Liaise with Office personnel to arrange repairs of any equipment in the office areas *
• Prepare and coordinate daily, weekly, monthly or quarterly reports, deposits and/or reconciliations pertaining to all banking, accounting and related records or receipts associated with monetary or revenue functions *
• Provide info via Reporting and Analytics by collecting revenue reports or transaction reports, and view/print guest checks when necessary *
• Maintain consistent communication with Restaurant Managers, Human Resources, and Accounting *
• Track all aspects of office supply inventory and coordinate with restaurant manager and purchasing to create a monthly budget for office needs/equipment *
• Liaise with purchasing to order office supplies, FedEx supplies, stationary, toner/ink, uniforms, and cookbooks (when applicable) *
• Research new vendors and work with appropriated departments when necessary or requested by GM (such as dry cleaners, water services and office supplies, etc.) *
• Notify and assist employees with benefit enrollment, corrections, change requests as needed *
• Other duties as assigned or needed

*Essential Job Function

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE

• Experience in a fine dining and/or Japanese restaurant preferred
• Knowledge of Japanese cuisine, spirits, sake, cooking techniques, and culture
• Two or more years HR experience preferred
• Associate’s or bachelor’s degree preferred.

REQUIRED LICENSES/CERTIFICATIONS

• California Workplace Harassment certification or obtain within 30 days of the hire date
• Workplace Violence Training

LAUNGUAGE ABILITY

• Ability to speak effectively with, guests, VIP’s, and employees of the Organization
• Ability to speak, read, and understand English, bilingual preferred.

REASONING ABILITY

• Ability to carry out instructions furnished in written, oral, or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations
• Ability to handle conflict with tact and diplomacy
• Ability to be efficient, organized, and analytical
• Ability to multi-task and work under strong deadline parameters

COMPUTER SKILLS

• Company specific payroll system Inova
• Outlook, Excel, Word, PowerPoint, Teams
• Project Management Applications (Basecamp)
• Document Management systems (SecuriSync, SharePoint, OneDrive)
• Reservation Systems (OpenTable)
• Micros POS system
• Time clock/Mobile time clock
• Demonstrate some understanding of Search engine platforms and social media

PHYSICAL DEMANDS

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

• While performing the duties of this job, the employee is regularly required to stand, walk, stoop, kneel, crouch, and talk or hear. The employee is frequently required to use hands, reach with hands and arms. Employee must have exceptional vision.
• The employee must occasionally lit over 30 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The position requires flexible working hours, typically Monday – Friday and will include nights, weekends, and major holidays. During events or special projects, you may be required to work extended work hours
• While performing the duties of this job, the employee is regularly exposed to indoor and outdoor weather conditions. The employee is occasionally exposed to hot, wet, or humid conditions. The noise level in the work environment is usually loud.

EOE