Administrative Assistant, Culinary Services

3 weeks ago

Fort Erie, Canada Niagara Parks Full time

**Administrative Assistant, Culinary Services**

Under the general supervision of the Director, Culinary Services and within established policies, procedures and guidelines provides a variety of administrative, clerical, and analytical tasks for the Director, Culinary Services, Niagara Parks Restaurants and Quick Service Locations.

**Applications for this position will be accepted until April 17, 2023.**

**This position compensates at a rate of $51,640.84 to $61,664.86 per annually as well as a comprehensive benefit and pension package.**

**QUALIFICATIONS**:

- Community College Diploma (Administration) or equivalent knowledge and experience.
- Good knowledge of general office practices and operation of office equipment.
- Three (3) years of previous administrative experience, preferably in the tourism and/or hospitality industry.
- Good interpersonal and communication skills including pleasant telephone manners; analytical skills and good organizational / record keeping skills.

**DUTIES AND RESPONSIBILITIES**:

- Builds and maintains annual Culinary Services Operating Budget database.
- Prepares budget templates and provides data entry; supports and audits review of completed report of venue budgets.
- Performs various analytical tasks for the Culinary Services Department.
- Analyzes monthly financial statements and prepares monthly statement analysis summaries for each Culinary Service location for the Director’s comments.
- Reviews monthly expenses and compares to budget, indicates how expenses relate to sales and highlights discrepancies for Director.
- Analyzes daily revenue statements, reconciles receipts to sales figures, tracks discrepancies; contacts restaurant management for explanations; highlights trends and informs Director of large discrepancies.
- Monitors staffing levels, compares actual figures to budgets; highlights discrepancies for Director.
- Audits monthly requisitions from restaurants for payment; follows up on any discrepancies. Responsible for designated signing authority.
- Provides a variety of administrative and clerical tasks.
- Acts as a public liaison contact for the department directing inquiries appropriately.
- Opens, sorts, and responds to mail (except for those marked Personal & Confidential) & prioritizes mail for the Director’s attention and signature; sorts outgoing mail and distributes; faxes/photocopies correspondence and purchase orders.
- Reviews incoming correspondence, responding on matters within the boundaries of authority, or drafts suggestions for Director when compiling memos, letters and reports i.e. Prepares business highlight report & operations report for Director’s review; refers any concerns to Senior Staff in the absence of the Director.
- Files and maintains various records, lists, reports, correspondence.
- Designs and revises various forms for department.
- Prepares income analysis reports and food & beverage cost analysis reports from data collected in the ERP.
- Reviews sales entered into sales database daily; reporting results to Director.
- Obtains and submits appropriate licensing and distributes appropriate signage to all restaurant locations as required (i.e., liquor license) arranges for renewal documents as required. (i.e., City Licenses, AGCO, Catering Endorsements, etc.).
- Obtains and submits SOCAN/RESOUND reports for all restaurant locations.
- Provides confidential administrative support such as: confidential financial reports and strategic plans; prepares reports for the Commission.
- Schedules appointments and meetings for Director; bi-weekly Culinary Services managers’ meetings; coordinates “site visits” for managers during seasonal closures.
- Coordinates month end processes and completes and organizes month-end purchase orders for all culinary locations for the Director, Culinary Services review, and approval.
- Liaises with Group Sales Department to ensure all Group Sales services provided by the Culinary Services Department are satisfactory.
- Reviews tour comment sheets and return sheets from various restaurant locations and advised Director of follow-up required and/or concerns re specific products.
- Recommends amendments to Culinary Services policies, procedures and services.
- Works with Culinary Services management regarding any special menus.
- In the absence of the restaurant location manager, responds to enquiries about banquet bookings, reservations, corresponds with customers and provides banquet packages for Queenston Heights Restaurant during the winter months.
- Attends Joint Health & Safety meetings, records and distributes minutes.
- Monitors submission of safety discussions from each location.
- Designs and prepares Gift Certificates as requested for approval of the Director and maintains a record of those issued.
- Distributes “new” purchasing contracts issued by the Purchasing Department to all Culinary Services venues; maintain electronic file for access by managers/supervisors/receivers.

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