Administrative Assistant

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Our client, a leading non-profit organization, is seeking a Temporary Administrative Coordinator to join their team. This role will last for ~1 month, with the potential to extend as needed and requires this person to be on site 5 days a week from 9am-5pm with a 1 hour unpaid lunch. The role pays up to $25/hr and is a great opportunity for someone that has a passion for mission driven work.

Essential Duties and Responsibilities:

Finance & Billing

• Enter and process invoices in the Accounts Payable system.
• Prepare monthly revenue reports using POS software and established templates.
• Generate and distribute customer invoices, including applicable credits and adjustments.
• Track receivables and follow up with clients to ensure timely payments.
• Compile meal counts, special requests, and billing data; submit reports to Finance.
• Reconcile petty cash and corporate card expenses; submit monthly reports with supporting documentation.
• Assist with procurement submissions and track billing entries.
• Cross-reference vendor invoices, obtain purchase order numbers, and upload outstanding invoices for processing.

HR & Workforce Support

• Support onboarding logistics (orientation schedules, ID badges, document submission).
• Assist with new hire processing, terminations, and job updates in coordination with HR and leadership.
• Maintain accurate employee records and filing systems.

Program & Operations Support

• Track and approve student internship hours in the Culinary Arts Training Program.
• Coordinate the transition of interns into active employment upon program completion.
• Manage menu preparation and distribution; communicate updates and special requests to stakeholders.
• Order and track administrative supplies, kitchen materials, uniforms, and event-related items.

Administrative & Organizational Support

• Manage calendars, schedule meetings, and coordinate logistics.
• Perform general administrative tasks including data entry, scanning, and document management.
• Respond promptly to emails and phone inquiries.
• Prepare presentation and meeting materials for leadership.

Outreach & Communications

• Research potential customers and support outreach efforts for food service programs.
• Maintain and update social media accounts (Facebook and Instagram) with regular content posts.

Qualifications:

• Bachelor’s degree or equivalent experience.
• 3+ years of administrative experience.
• 2+ years of food services and/or catering experience.
• Superb organizational skills and strong administrative background. Must be able to proactively take on assignments with minimal supervision.
• In depth knowledge of MS Office (Word, Excel, Power Point) as well as QuickBooks.
• Ability to quickly learn and apply skills using Coupa procurement and Dayforce work management.
• Experience with Toast POS platforms and ExtraChef expense tracking software a plus.
• Strong knowledge of skills in social media (i.e. Instagram, Facebook, Tik Tok, Twitter)
• Highly reliable, detail-oriented and resourceful. Must be able to work with team members and coordinate between programs.
• Ability to balance priorities on multiple tasks and maintain workflow in high pressure environment.
• Strong sales as communication skills- verbal and written.

A1467874NY-Temp_1784832411

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