Key Responsibilities

1. General Administration

Provide administrative support to management.

Answer telephone calls and respond to emails professionally.

Maintain filing systems (electronic copy).

Prepare reports, letters, and business documents.

Manage incoming and outgoing correspondence.

Schedule meetings and prepare meeting minutes.

2. Financial Administration

Prepare and process invoices.

Assist with accounts payable and accounts receivable.

Assist with daily sales reporting.

Support month-end financial reporting.

Maintain accurate financial records using accounting software (Xero).

3. Payroll & HR Administration

Oversee payroll with payroll preparation.

Maintain employee records.

Process onboarding documentation.

Coordinate employment contracts.

Monitor leave records.

Maintain training records.

Assist with recruitment administration.

Ensure employee documentation is complete and compliant.

Coordinate incident records and reporting.

Assist operations for HR matters

5. Procurement & Inventory Administration

Maintain supplier records.

Assist in process supplier invoices.

Assist with inventory reporting.

Coordinate stock documentation and stock transfer

6. Compliance Administration

Maintain licences and permits.

Keep food safety records.

Maintain Workplace Health and Safety documentation.

Ensure employee certifications (e.g., RSA) remain current.

Assist during audits and inspections.

Maintain confidentiality of business information.

7. Customer & Business Support

Respond to customer enquiries.

Assist with bookings administration.

Coordinate gift voucher administration.

Support marketing campaigns.

Maintain customer databases.

Key Performance Indicators (KPIs)

Accuracy of administrative records.

Invoice processing completed within agreed timeframes.

Timely completion of monthly reports.

Supplier invoices processed within payment terms.

Employee records maintained at 100% compliance.

Minimal filing or documentation errors.

Internal stakeholder satisfaction.

Compliance documentation kept current.

Efficient response to administrative requests.

Qualifications

Business Administration (or equivalent experience).

Previous administration experience (preferably in hospitality or retail).

Strong computer literacy and basic accounting skills using accounting software.

Desirable

Experience using Xero.

Experience with HR system & payroll systems (Tanda).

Knowledge of Microsoft Office (Excel, Word, Outlook).

Experience with Strip, Nuvei and POS system.

Skills & Competencies

Excellent written and verbal communication.

High attention to detail.

Strong organisational skills.

Time management and ability to meet deadlines.

Confidentiality and professionalism.

Problem-solving skills.

Ability to work independently and within a team.

Customer service focus.

Intermediate to advanced Microsoft Excel skills.

Working Relationships

Internal

Directors

General Manager

Restaurant Manager

Supervisors

Kitchen Team

Front of House Team

Payroll

Marketing Team

Accounting Team

External

Suppliers

Accountants

Government agencies

Customers (where applicable)

Insurer

Performance Expectations

The Administrative Assistant is expected to:

Maintain accurate and confidential business records.

Support efficient restaurant operations through timely administrative services.

Meet all reporting deadlines.

Comply with company policies, procedures, and relevant legislation.

Contribute to continuous improvement of administrative processes.

Demonstrate professionalism, integrity, and a commitment to excellent internal customer service.