Company Description
Westville, established in 2003, is renowned for offering fresh and simply prepared American cuisine. Our signature market plate highlights over 24 locally-sourced vegetables, making us a destination for both vegetarians and meat-lovers. As a neighborhood favorite, we pride ourselves on providing an extensive menu in a welcoming and relaxed environment. We are committed to exceptional service and fresh, high-quality ingredients.
Role Description
This is a full-time, on-site role for an Administrative Assistant located in the New York City Metropolitan Area. The Administrative Assistant at Westville Group is a versatile role designed to support the seamless operation of the office and assist the HR department in ensuring compliance and efficiency. The position is split equally between general administrative responsibilities and HR-related tasks, providing crucial support to various departments, with a strong focus on Human Resources. This role involves maintaining office organization systems, assisting with onboarding, compliance, and payroll tasks, and supporting the Chief of Staff and HR department with their daily operations.
The Administrative Assistant is an integral part of the HR team, reporting directly to the Chief of Staff and working closely with various departments to provide essential support and ensure smooth business operations
Key Responsibilities
Administrative Support:
- Office Organization: Office Organization:
- Create and maintain both physical and digital organization systems to ensure an efficient and orderly workspace.
- Manage office supplies, including placing orders and ensuring supplies are well-stocked and accessible.
- Assist the Chief of Staff in maintaining the company’s work plan and organizing events.
- Keep the workspace neat and presentable, ensuring that the office environment is professional and conducive to productivity.
- Assists the Chief of Staff in working with multiple teams to manage routine tasks and projects
- Finance:
- Supports the Chief of Staff by managing expense reports and coordinating weekly invoices and supply expenses for all restaurant locations and HQ.
- Process Toast POS receipts for third-party catering orders to ensure proper revenue allocation across locations.
Operations Support:
Supply Ordering:
- Support the Chief of Staff in the process of weekly restaurant supply ordering, ensuring timely and accurate orders.
- Maintain accurate product catalogs of all restaurant supply
- Support opening of new locations from beginning to end, including administrative/ licensing needs, sourcing equipment and restaurant supplies, coordinating with vendors
- Credit Management: Track and claim vendor credits for returns, incorrect items, etc. Catering Label printing and tent ordering
Research and Regulations:
- Conduct research on rules and regulations in new markets to ensure compliance and readiness for expansion.
Company Print Materials: Signage and Menu Distribution:
- Menu printing & coordination: Manage menu printing and updates across groups ; maintain a production calendar to ensure on time executionCreate signage for special occasions based on needs and instructions from the Chief of Staff.
- Execute and coordinate menu distributions across all locations whenever the company updates its menu, ensuring completion by the required time. Creation of custom signage needed throughout locations for store openings, policy updates, and compliance purposes.
- Specials sheet generation and uploading quarterly
- Creation of new handwriting fonts
- Foster Company Culture through assisting in the creation, editing and printing of Westville's quarterly employee newsletter “Market News”
Seasonal Specials Updates:
- Collaborates with Culinary and Supply Chain leadership to collect and document details on ingredients, allergens, photos, and substitutions for seasonal specials, ensuring FOH staff have the information needed for proper implementation
Human Resources Support: Assistance:
Compliance and Record Keeping:
- Ensure employee files are complete, accurate, and up-to-date, including personal information, job details, and compliance documentation.
- Conduct regular audits of HR files to ensure adherence to company policies and legal requirements.
- Process employee terminations across all platforms and update records accordingly.
- Distribute required compliance documents to employees, monitor their completion, and maintain accurate compliance spreadsheets.
Onboarding and Payroll:
- Assist with the onboarding process for new hires, including preparing materials, coordinating orientation sessions, and ensuring all documentation is completed and properly filed.
- Support payroll processing by addressing discrepancies, responding to employee inquiries, and forwarding payroll reports to the accounting department.
- Set up new hires on all relevant platforms and complete their onboarding process as necessary.
- Provide Accounting with payroll reports
Translation and Communication:
- Translate and proofread HR documents and communications to support a diverse workforce, especially for Spanish-speaking employees.
- Facilitate the communication of HR policies and procedures to non-English speaking employees as needed.
- Assist with compliance training sessions for Spanish-speaking employees, providing both written and verbal translation support.
General HR Support:
- Prepare and organize documents and records for internal and external HR audits.
- Update and maintain compliance and employee files
- Process worker's compensation claims, unemployment forms, and Department of Labor paperwork.
- Provide general administrative and compliance support to the HR department and assist with HR projects and initiatives.
- Assist with maintaining job postings and researching new recruitment opportunities as needed.
Qualifications
- High school diploma or equivalent; additional education in office administration or HR management is a plus.
- 2+ years of experience in an administrative role, with exposure to HR functions being highly desirable (hospitality experience preferred).
- Proficiency in Microsoft Office Suite, and familiarity with HRIS platforms.
- Bilingual in English and Spanish is strongly preferred.
- Excellent communication and time management skills
- Successfully managing a range of duties, actively prioritizing timely and impactful projects while remaining accountable to the broad scope of work required
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
