Restaurant Administration Assistant

Job Overview

A Restaurant Administration Assistant supports the efficient operation of a restaurant by handling various administrative tasks. This role typically involves managing reservations, coordinating schedules, and maintaining records. The assistant may also handle customer inquiries, process payments, and assist with inventory management. They work closely with the management team to ensure smooth daily operations and may be responsible for ordering supplies and maintaining communication with vendors. Strong organizational skills, attention to detail, and the ability to multitask are essential for success in this position.

Organizational Impact

The Restaurant Administration Assistant plays a crucial role in ensuring the smooth operation of the restaurant by managing administrative tasks and supporting the management team. By efficiently handling scheduling, inventory management, and communication with suppliers, the assistant helps prevent operational disruptions and ensures that the restaurant runs efficiently. This role is vital in maintaining accurate records and documentation, which supports compliance with health and safety regulations and contributes to the overall financial health of the establishment.

The impact of the Restaurant Administration Assistant extends to enhancing the productivity of the restaurant staff. By taking on administrative burdens, the assistant allows chefs and service staff to focus on delivering high-quality food and exceptional customer service. This support helps improve employee satisfaction and retention, as team members can concentrate on their core responsibilities without being bogged down by administrative tasks. Additionally, the assistant's role in coordinating marketing efforts and customer feedback collection can lead to increased customer satisfaction and repeat business, ultimately contributing to the restaurant's success and growth.

Key Systems

The Restaurant Administration Assistant typically works with the restaurant's Point of Sale (POS) system to manage transactions and sales data. They may also use an Inventory Management System to track stock levels and order supplies. Access to a Scheduling or Workforce Management System is common for coordinating staff shifts and ensuring adequate coverage. Additionally, they might use a CRM system to manage customer relationships and feedback. If the restaurant has an Accounting or Financial Management System, the assistant may engage with it for budgeting and financial reporting. A Task Management or Shared Calendar system is often used to organize tasks and set reminders for important deadlines and events.

Inputs

Incoming tasks and documents for a Restaurant Administration Assistant typically originate from various departments such as Operations, Human Resources, or Finance. These may include inventory orders, staff schedules, payroll information, and compliance documents. Requests for action or information are often received via email, phone calls, or internal messaging systems. The assistant may also receive alerts and reminders from scheduling software, point-of-sale systems, or other restaurant management tools. Additionally, they may be prompted by customer feedback systems or supplier communications to address specific issues or tasks.

Outputs

The Restaurant Administration Assistant outputs information into various management systems such as inventory management, scheduling software, and point-of-sale systems. They generate reports on sales, inventory levels, and staff performance, and convey these to relevant departments for further action. They maintain and circulate a restaurant operations calendar, ensuring that key dates for events, promotions, and compliance requirements are communicated to decision-makers. The assistant also handles ad-hoc requests, such as compiling customer feedback or preparing financial summaries. Additionally, they may communicate directly with suppliers and vendors to manage orders and resolve issues, ensuring smooth operational flow.

Activities

- Manage and organize daily reservations and seating arrangements.  

- Handle customer inquiries and complaints via phone, email, or in-person.  

- Assist with inventory management and order supplies as needed.  

- Support the restaurant manager with scheduling and payroll processing.  

- Maintain and update records, reports, and documentation.

Recommended Items

- Employee Handbook  

- Standard Operating Procedures (SOPs)  

- Health and Safety Guidelines  

- Customer Service Protocols  

- Inventory Management Procedures

Content Example

- Daily sales reports

- Inventory management records

- Staff scheduling sheets

- Customer feedback logs

- Financial transaction summaries

Sample Event-Driven Tasks

- Update inventory records when new stock is delivered.  

- Notify staff of schedule changes when an employee calls in sick.  

- Process and file invoices when payments are received.  

- Coordinate with suppliers when a menu item is out of stock.  

- Arrange for maintenance services when equipment malfunctions.

Sample Scheduled Tasks

- Inventory checks and ordering supplies weekly.  

- Updating staff schedules bi-weekly.  

- Processing payroll bi-weekly.  

- Reviewing and reconciling financial statements monthly.  

- Conducting health and safety inspections monthly.

Sample Infill Tasks

- Updating and managing restaurant reservations and seating plans.

- Assisting in inventory management by tracking stock levels and placing orders.

- Coordinating staff schedules and handling shift changes.

- Processing invoices and managing accounts payable.

- Responding to customer inquiries and handling feedback or complaints.