Part-time Administrative Assistant

**Overview**:
We’re looking for a highly organised, detail-oriented, and proactive **Part-Time Administrative Assistant** to support the smooth running of our hospitality business. This in-office role is ideal for someone with strong administrative experience who thrives in a structured, fast-paced environment and enjoys working behind the scenes to ensure operational excellence. The position requires a balance of financial administration, guest communication, stock and POS management, basic design work, and operational coordination.

**Key Responsibilities**:
**Administrative & Financial Support**
- Capture all supplier invoices into a central Excel spreadsheet and our POS stock management system.
- Record and reconcile daily revenue against costs, highlighting anomalies or trends.
- Generate accurate, timeous reports on revenue, costs, stock usage, and other operational metrics.
- Produce invoices for private clients and manage basic billing and follow-ups.
- Print and prepare daily prep sheets, booking sheets, and staff work documents.

**Guest Communication & Relations**
- Manage the central inbox: respond to guest enquiries and forward internal communications to relevant departments or the accountant.
- Respond professionally to guest reviews across platforms.
- Track guest special occasions (birthdays, anniversaries, dietary requests) and communicate them clearly to the service team to enhance guest experience.

**Menu & POS Management**
- Update menus using set formats and update POS entries accordingly.
- Print and spot-check menus to ensure accuracy between digital and physical formats.
- Support consistency across menu offerings and pricing across platforms.

**Operational Oversight**
- Assist in driving regular stock takes and ensuring accurate reconciliation with supplier invoices.
- Monitor stock levels and reorder operational items like candles, menu paper, and stationery when needed.
- Identify inefficiencies in SOPs, purchasing, and maintenance processes and suggest improvements.
- Source quotes for services and arrange service providers once approvals are secured.

**Maintenance & Procurement Coordination**
- Proactively identify and report maintenance issues or general operational needs.
- Coordinate the scheduling of maintenance and service providers once quotes are approved.

**Task & Diary Management**
- Set and communicate tasks and deadlines to team members as instructed by the Director.
- Manage and maintain the Director’s personal and professional calendar, including meetings, reminders, and events.

**Design & Documentation**
- Use Canva or similar platforms to assist with basic design needs for menus, signage, and branded communication material.
- Maintain a high standard of formatting and presentation across all guest-facing and internal documents.

**Requirements**:

- Strong proficiency in Microsoft Excel and Office Suite (advanced Excel skills essential)
- Excellent written and verbal communication skills
- Basic design ability (Canva or similar)
- Highly organised with strong attention to detail
- Self-motivated and able to work independently within limited office hours
- Strong problem-solving skills and a proactive approach
- High level of professionalism and discretion
- Previous hospitality or administrative support experience preferred

**Nice to Have**:

- Familiarity with POS systems (e.g., Lightspeed, GAAP)
- Basic understanding of stock control and financial reporting
- Experience in guest communication and CRM tools

**What We Offer**:

- A flexible, part-time position within a dynamic and passionate hospitality group
- Opportunities to contribute meaningfully to high-level operations and guest experience
- A collaborative, supportive environment with exposure to fine dining service and operational standards
- **Salary: R6,000 - R7,000 per month**, depending on experience and skill level

**Job Type**: Part-time

Pay: R6 000,00 - R7 000,00 per month

Expected hours: 6 - 15 per week

Work Location: In person