Administrative Assistant

Blue Mango ManagementSan Luis Obispo, CA, US

4 days ago

Job type

Full-time

Job description

Job Description

Blue Mango Management Restaurant Group (Robin's, Novo, and Luna Red Restaurants) is currently seeking a Full Time Administrative Assistant to join our team! The ideal candidate we're looking for is dependable, organized, and approachable- someone who takes pride in keeping things running smoothly and supporting others. You're the kind of person who notices the fine details, follows through on commitments, and communicates clearly to keep everyone on the same page - while bringing a positive, can-do attitude daily! If this sounds like you, we encourage you to apply!

Position : Administrative Assistant

Reports To : CEO, Operations Director, Human Resources Manager

Classification : Full-Time, Non-Exempt, ~32-40 Hours / Week

Summary of Position :

The Administrative Assistant provides comprehensive administrative and organizational support to the Executive Team, including the Owner / CEO, Operations Director, and HR / Admin Manager. This position requires someone dependable, organized, and adaptable - a person who can manage multiple priorities with discretion and attention to detail and stay composed in a fast paced environment. The right person will be comfortable taking initiative, 'managing up', following through on details, and communicating clearly with leadership to keep projects moving and priorities on track across all departments.

Reporting Structure :

This position reports directly to the Operations Director for operational logistics and project coordination, and the HR / Admin Manager for all HR and administrative functions, while providing day to day support to the Owner / CEO as assigned.

Primary Duties and Responsibilities :

Administrative Support

Provide general clerical support and computer based administrative tasks using Google Suite and other internal tools to the Owner / CEO, Operations Director, and HR / Admin Manager
Support internal communications by helping prepare announcements, meeting agendas, and team updates, and assist with executive event planning or special cross department projects
Monitor the info@ inboxes and voicemails at both downtown locations, responding to or forwarding messages promptly to the appropriate departments
Coordinate incoming donation and gift certificate requests, maintaining records and submitting them for approval to ensure consistent processing across locations
Support the Office Manager at both locations with menu changes by cross checking all platforms including the POS, website, and third party services to confirm all information is current and consistent
Maintain organized digital and physical filing systems for administrative and operations documents, including licenses and permits, ensuring information is accurate, current, and easy to access; notify the Office Manager of upcoming renewals or missing documentation
Update and organize vendor contact lists and employee directories, keeping information accurate and available to teams at the downtown locations
Perform other administrative duties and special projects as assigned to support the overall efficiency of the executive team
Exercise utmost discretion and handle all company, personnel, and financial information with the highest level of confidentiality

Operations Support

Manage calendars and schedule meetings for the CEO and Operations Director, preparing materials, notes, and follow up reminders

Work closely with the CEO and Operations Director to keep them informed of upcoming commitments and responsibilities, ensuring they are prepared and supported for each meeting

Record meeting notes for the Operations Director, track action items, and set calendar reminders to support timely follow through

Help the CEO and Operations Director stay organized and on track with short and long term goals by tracking progress and following up on next steps

Draft, proofread, route, and format correspondence, reports, presentations, and other internal communications

Support project management by tracking progress and providing regular updates, communicating with department managers as needed to request or share documents / information

Communicate professionally with vendors and city officials to coordinate projects, permitting, and information exchange

Assist in tracking paper goods and supply costs, comparing vendor pricing, and noting opportunities for cost savings

Assist with tracking inventory levels for restaurant supplies such as plates, glassware, and silverware, submitting order proposals for review by the location Office Manager, and verifying / coordinating deliveries upon receipt

Assist in maintaining a categorized inventory list for stored items, updating counts and records as needed

Assist the CEO and Operations Director with administrative tasks related to documentation and logistics for new projects, renovations, and business openings

HR Support

Support Human Resources with data entry, file maintenance, and administrative tracking related to employee records, onboarding, separation, and training

Banking for all locations including : deposits, change orders, payouts, and reimbursements

Enter and update employee information in HR systems and databases as directed

Prepare and maintain accurate digital and physical employee files, ensuring forms, checklists, and documentation are complete and current

Assist with onboarding logistics, including collecting new hire paperwork, scheduling orientations, and preparing materials or system access for new employees as needed

Assist with tracking training completion, certifications, and performance review progress

Pull and compile data from HR systems to create / update basic reports and metrics that support HR analysis

Assist in preparing HR documents, reports, and communications as requested, ensuring consistency and accuracy

Maintain organized spreadsheets or shared trackers for employee data, training logs, and HR metrics

Required Skills / Abilities :

Ability to stay calm under pressure and successfully interact with diverse personalities

Must be a self-starter and be able to work independently with minimal supervision

Ability to multitask at an extremely high level

Strong verbal and written communication skills with the ability to interact effectively across all levels of the organization

Technically proficient with Google Workspace and Microsoft Office Suite; familiarity with Dropbox and basic design software helpful but not required

Demonstrated integrity, discretion, and professionalism when handling confidential information

A keen sense of ownership, drive, and willingness to get it done

Dependable, proactive, and service oriented, with a positive attitude and a desire to support internal teams

Exceptional attention to detail, organization, and follow through

Comfortable managing multiple priorities and shifting tasks in a fast paced environment

Effective problem solving and critical thinking skills

Valid California driver's license and clean driving record required for occasional errands

Physical Requirements :

Ability to remain stationary for extended periods (up to 90% of the time)

Able to move throughout the restaurant and office to access files, equipment, and supplies

Ability to lift up to 30 lbs and occasionally climb stairs or ladders to access storage areas

Must be able to communicate clearly and effectively in person, by phone, and digitally

Ability to travel locally between locations as needed

Preferred Qualifications :

Flexible working hours, including weekends, evenings and holidays, when necessary

Genuine joy for the hospitality / restaurant industry

Disclaimer : This description includes essential functions. Additional functions and requirements may be assigned by supervisors as deemed appropriate. In accordance with California law and the Americans with Disabilities Act, requirements may be modified to reasonably accommodate disabled individuals. We are an equal opportunity employer. We are committed to creating an inclusive and welcoming workplace for all. We welcome applicants from a wide variety of identities, ideas, perspectives and experiences and encourage people from underrepresented backgrounds to apply. Blue Mango Management offers reasonable accommodations to job applicants with disabilities.

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Administrative Assistant • San Luis Obispo, CA, US