Restaurant Administrative Assistant

Job DetailsJob Location: The Palms Hotel & Spa - Miami Beach, FL 33140Position Type: Part TimeJob Category: Hospitality - HotelABOUT US: The Palms Hotel and Spa, Miami Beach, is an independent luxury beach resort focused on wellness, sustainability and personalized service. Our beachfront property features 247 guest rooms and suites, an extensive tropical garden and pool area with Tiki Bar, a spacious beach concession, and over 8,000 square feet of indoor and outdoor meeting space for social and corporate events. The hotel’s signature eatery, Essensia Restaurant and Bar, delivers all-natural dining with a focus on locally and sustainably sourced ingredients. The Palms AVEDA Spa features holistic treatments influenced by ancient Ayurvedic philosophy designed to deliver a highly personalized experience. A member of Preferred Hotels and Resorts and Beyond Green, The Palms has been independently owned and operated by a European family for over 25 years.  Known as Miami Beach’s premier destination for wellness and relaxation, a forerunner in sustainable hotel operations, an expert in wedding services, an authority in healthful eating and all-natural spa services, our hotel, restaurant and spa have won many accolades and awards. Enjoy a stable work environment in a professionally run hotel, where we help each other to flourish and grow. Come and be a part of The Palms family! JOB SUMMARY: The Restaurant Administrative Assistant provides administrative and operational support to the Restaurant Director in the coordination and execution of restaurant activities. The position is responsible for maintaining accurate administrative records, supporting scheduling and payroll-related processes, coordinating guest feedback and follow-up, maintaining Standard Operating Procedures (SOPs) and training documentation, and assisting with inventory, purchasing, employee recognition, and other departmental administrative functions. The position works closely with the Restaurant Director, restaurant management, and other hotel departments to ensure effective communication, accurate information, timely follow-up, and adherence to established hotel and departmental standards. The position requires discretion when handling guest, employee, scheduling, payroll, and other confidential information. MAIN DUTIES & RESPONSIBILITIES: Administrative Support Provide administrative support to the Restaurant Director and restaurant management team. Maintain accurate and organized departmental records, reports, forms, and documentation. Prepare spreadsheets, reports, presentations, correspondence, and other administrative materials as needed. Assist with the organization and maintenance of restaurant files and operational documentation. Coordinate and follow up on assigned administrative tasks. Assist with departmental meetings, projects, and special assignments. Guest Feedback & Service Follow-Up Pull and organize guest reviews and feedback from approved platforms. Review guest comments and identify matters requiring management attention. Draft responses to guest reviews for Restaurant Director review and approval. Work through guest surveys and gather information related to reported concerns. Communicate findings to the Restaurant Director for appropriate follow-up and resolution. Maintain organized records of guest feedback and related follow-up. Support the restaurant's commitment to exceptional guest service and satisfaction. Scheduling & Paycom Administration Input approved employee schedule information into Paycom. Assist with maintaining accurate scheduling information and records. Assist with tracking vacation requests and related scheduling information. Identify discrepancies or missing information and communicate them to the Restaurant Director. Maintain confidentiality when handling employee scheduling and payroll-related information. Follow established procedures for all Paycom and scheduling-related activities. Employee Recognition Confirm that employee mentions are submitted to the Accounting Department and employee nominations are submitted to the Human Resources Department, as applicable and in accordance with established procedures. Maintain accurate records of employee mentions and nominations. Follow up on missing or incomplete information as directed. Assist with employee recognition and engagement initiatives within the restaurant. SOP & Training Documentation Maintain current and organized restaurant SOP documents and training materials. Assist with updating and formatting approved SOPs and training documentation. Organize training materials and departmental reference documents. Assist with the preparation of materials for employee training and departmental meetings. Maintain appropriate organization and version control of departmental documents. Communicate outdated or incomplete information to the Restaurant Director for review. Inventory & Purchasing Support Submit orders in accordance with established procedures. Assist with inventory-related administrative activities. Enter and maintain approved inventory information in Adaco as trained. Assist with organizing inventory records and related documentation. Report discrepancies or issues identified during inventory-related activities to the Restaurant Director. Follow established purchasing and approval procedures. Property & Operational Checkups Conduct assigned room and minibar physical checkups. Document findings accurately and communicate discrepancies to the appropriate manager. Assist with follow-up related to assigned operational checks. Perform assigned checkups in accordance with hotel standards and established procedures. Maintain professionalism and discretion while working in guest areas. Restaurant Operations & Floor Support Provide administrative and operational support to the restaurant team as needed. Assist with floor supervision when assigned by the Restaurant Director or designated management. Provide operational shift coverage as needed. Support restaurant operations during periods of increased business volume. Assist with communication and coordination between restaurant employees and management. Escalate guest, employee, operational, safety, or service concerns to the appropriate manager. OTHER DUTIES & RESPONSIBILITIES: Perform other administrative and support duties as assigned by the Restaurant Director Maintain the highest level of customer service and guest satisfaction according to the standards set forth by The Palms Hotel and Spa Ensure compliance with health and sanitation policies in all areas Adhere to all fire, safety, and security procedures according to hotel policy Adhere to all sustainability guidelines as per the Inspired by Nature Program. QUALIFICATIONS Knowledge, Skills, and Abilities Required: Experience with Adaco, Paycom, and/or Toast preferred; comfortable learning new systems Strong written communication skills for drafting guest review responses Comfortable performing physical property checkups (rooms, minibar) and discretion in handling confidential schedule, payroll, and guest information Attention to detail and skilled organization Ability to work effectively in a multi-cultural team environment Proficient in the English language (written and verbal), a second language is an asset Ability to handle a multitude of tasks in an intense, ever-changing environment Show genuine care for all co-workers and guest(s) Maintain a professional appearance and manner at all times Education/Certifications High school diploma or equivalent required; coursework in hospitality, business, or a related field a plus Prior administrative, hospitality, or guest service experience preferred WORK CONDITIONS & PHYSICAL DEMANDS: Work is performed both in an office setting and throughout hotel/restaurant areas, including guest rooms for physical checkups; requires prolonged periods of standing, walking, and occasional bending/reaching Able to lift unassisted 20 lbs. This job description is not necessarily an exhaustive list of all responsibilities, skills, duties and requirements, efforts, or working conditions associated with this position. While this is intended to be an accurate reflection of the current tasks performed, management reserves the right to revise or require other commitments when circumstances prevail. The hotel operates seven days a week, 24 hours a day. We may find it necessary to schedule shifts according to our business volume. You must be willing and available to fulfill changing operational demands. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.Qualifications