Air Culinaire Worldwide
Kitchen Administrative Assistant (Part Time)
Air Culinaire Worldwide, Boston, Massachusetts, us, 02298
Job Purpose
The Kitchen Admin is responsible for market administrative reporting duties and tasks within the kitchen operations for Air Culinaire Worldwide (ACW). This position will conduct daily, weekly, and monthly duties and tasks that support the day-to-day business and operation that contribute to the overall success of the business.
Responsibilities and Associated Duties Primary Daily Administrative Duties
Provide office and logistics administrative support to kitchen.
Answering phones – Identifying Top Tier Clients for the kitchen
Daily accounting, reconciling credit card, receipt, and general reportable expenses
Compile list of missing receipts and reconcile via emails to GM weekly
Work on searching for missing receipts and obtaining copies, document those consistently missing receipts.
Verify, audit, and submit work related reimbursable expense forms for ACW staff
Create, schedule, and maintain approved spreadsheets to track airport badging, CBP filing and custom seals(Market Specific)
Updating of accurate inventory items and prices
Monthly review and verification of initial COGS and corrections before the 2nd of each month for closing
Daily communication and verification of alcohol vendors invoicing and reporting
Invoicing of customers for all lockers & items and deliveries (from locker vendors and kitchen)
Create orders in D365 for locker billing at the time of receipt of bills from locker vendors
Enter all daily sales into D365 on behalf of ground catering, café or ghost kitchens (as applicable)
Daily pricing in D365 of zero priced items
Utilize all administrative software and reporting requirement - office 365, ACES and Coupa daily
Execute Daily Coupa expense report audits during reconciliation and all financial reporting needs
Monitoring and communication of Shipday and kitchen photo compliance
Fleet Management Portal, maintenance, fueling, and mileage reporting
As Needed Duties
Participating in weekly “team huddle” meetings in kitchen with assigned manager
Handling of escalated issues direct with the customer, kitchen or onsite as needed – in conjunction with Guest Service standards
Participating in kitchen meetings (local & Teams) to discuss direction / concerns within department
Delivering of catering orders when needed
Shopping and Procurement when needed
Any additional duties as assigned by management
Benefits
401 (K) Retirement Plan with a discretionary 100% employer match of the first 6% of participant contributions.
Plan entry is the first day of the month following 30 days of employment.
Measures of Success
Specific Job Responsibilities
Stellar Customer Service
Integrity & Accountability
Entrepreneurial Spirit
Teamwork Commitment
Knowledge, Experience and Skill Requirements
High School diploma or equivalent required, Bachelor’s Degree in Hospitality or Culinary Field
Experienced in handling administrative reporting and client relationships in a business environment.
Prior experience with catering / culinary operations or hospitality required
Possess exceptional organizational and administrative skills and the ability to multi-task during regular business operations.
Must dress professionally and be capable of professional communication, both verbally and written.
Proficient in Basic Computer Navigation, MS Outlook / Word / Excel and administrative software function.
Knowledge of modern office procedures and methods including telephone communications, office systems, record keeping, and proper formatting / etiquette of correspondence.
Ability to establish priorities on a daily basis, work independently, proceed with objectives and resolution of issues.
Schedule flexibility is a must, including evening, weekend, or holiday hours as necessary.
Must be able to do basic math, planning, organization and facilitation of service initiatives.
Must be able to lift 40-pounds.
Pre-Employment Requirements
Pre-employment criminal background check
Pre-employment Drug Test
MVR (if applicable to the position)
E-Verify
Disclaimer This position description highlights a general description of duties and responsibilities. Employee(s) may be assigned other duties, in addition to or in lieu of those described herein, and any duties are subject to change at any time, according to the needs of the location or Company.
Air Culinaire Worldwide, LLC. does not discriminate in any way to deprive any person of employment opportunities or otherwise adversely affect the status of any employee because of race, color, religion, sex, sexual orientation, genetic information, gender identity, national origin, age, disability, citizenship, veteran status, or military or uniformed services, in accordance with all applicable governmental laws and regulations.
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Responsibilities and Associated Duties Primary Daily Administrative Duties
Provide office and logistics administrative support to kitchen.
Answering phones – Identifying Top Tier Clients for the kitchen
Daily accounting, reconciling credit card, receipt, and general reportable expenses
Compile list of missing receipts and reconcile via emails to GM weekly
Work on searching for missing receipts and obtaining copies, document those consistently missing receipts.
Verify, audit, and submit work related reimbursable expense forms for ACW staff
Create, schedule, and maintain approved spreadsheets to track airport badging, CBP filing and custom seals(Market Specific)
Updating of accurate inventory items and prices
Monthly review and verification of initial COGS and corrections before the 2nd of each month for closing
Daily communication and verification of alcohol vendors invoicing and reporting
Invoicing of customers for all lockers & items and deliveries (from locker vendors and kitchen)
Create orders in D365 for locker billing at the time of receipt of bills from locker vendors
Enter all daily sales into D365 on behalf of ground catering, café or ghost kitchens (as applicable)
Daily pricing in D365 of zero priced items
Utilize all administrative software and reporting requirement - office 365, ACES and Coupa daily
Execute Daily Coupa expense report audits during reconciliation and all financial reporting needs
Monitoring and communication of Shipday and kitchen photo compliance
Fleet Management Portal, maintenance, fueling, and mileage reporting
As Needed Duties
Participating in weekly “team huddle” meetings in kitchen with assigned manager
Handling of escalated issues direct with the customer, kitchen or onsite as needed – in conjunction with Guest Service standards
Participating in kitchen meetings (local & Teams) to discuss direction / concerns within department
Delivering of catering orders when needed
Shopping and Procurement when needed
Any additional duties as assigned by management
Benefits
401 (K) Retirement Plan with a discretionary 100% employer match of the first 6% of participant contributions.
Plan entry is the first day of the month following 30 days of employment.
Measures of Success
Specific Job Responsibilities
Stellar Customer Service
Integrity & Accountability
Entrepreneurial Spirit
Teamwork Commitment
Knowledge, Experience and Skill Requirements
High School diploma or equivalent required, Bachelor’s Degree in Hospitality or Culinary Field
Experienced in handling administrative reporting and client relationships in a business environment.
Prior experience with catering / culinary operations or hospitality required
Possess exceptional organizational and administrative skills and the ability to multi-task during regular business operations.
Must dress professionally and be capable of professional communication, both verbally and written.
Proficient in Basic Computer Navigation, MS Outlook / Word / Excel and administrative software function.
Knowledge of modern office procedures and methods including telephone communications, office systems, record keeping, and proper formatting / etiquette of correspondence.
Ability to establish priorities on a daily basis, work independently, proceed with objectives and resolution of issues.
Schedule flexibility is a must, including evening, weekend, or holiday hours as necessary.
Must be able to do basic math, planning, organization and facilitation of service initiatives.
Must be able to lift 40-pounds.
Pre-Employment Requirements
Pre-employment criminal background check
Pre-employment Drug Test
MVR (if applicable to the position)
E-Verify
Disclaimer This position description highlights a general description of duties and responsibilities. Employee(s) may be assigned other duties, in addition to or in lieu of those described herein, and any duties are subject to change at any time, according to the needs of the location or Company.
Air Culinaire Worldwide, LLC. does not discriminate in any way to deprive any person of employment opportunities or otherwise adversely affect the status of any employee because of race, color, religion, sex, sexual orientation, genetic information, gender identity, national origin, age, disability, citizenship, veteran status, or military or uniformed services, in accordance with all applicable governmental laws and regulations.
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