"Alerted.org

Admin Assistant / Bookkeeper

**Job Reference Number:** 34302

**Employment Type:** Full-Time

**Segment:** Dining & Events

**Brand:** Constellation

**State:** New York (US-NY)

The Role at a glance:

The Administrative Assistant / Bookkeeper to the General Manager provides essential administrative support and coordination of financial processes to ensure the smooth operation of catering and dining services. This role involves managing schedules, coordinating communications, handling documentation, maintaining accurate financial records and assisting with various tasks related to dining and event management. The ideal candidate will be highly organized, analytical, detail-oriented, and capable of handling multiple responsibilities in a dynamic environment.

Division: Constellation - Elior North America

Reports to: General Manager // Regional Director of Operations

What you'll be doing:

Administrative Support:

Manage and maintain the General Manager’s calendar, scheduling meetings, appointments, and events.

Prepare and organize correspondence, reports, and other documents as needed.

Handle phone calls, emails, and other communications on behalf of the General Manager.

Documentation and Reporting:

Prepare and distribute reports, agendas, and other materials required for meetings and events.

Maintain and update files, records, and databases related to dining and events.

Office Management:

Order and manage office supplies, ensuring all necessary resources are available and well-organized.

Coordinate with other departments to facilitate smooth operations and address any administrative needs.

Meetings and Event Preparation:

Organize and set up meetings, including arranging refreshments, equipment, and materials.

Support the General Manager in preparing presentations and materials for events.

Accounts Receivable and Payable:

Process customer payments and vendor invoices for accuracy and timeliness.

Monitor outstanding balances and follow up on overdue accounts.

Financial Schedule Review and Reporting:

Reconcile financial schedules and ensure alignment with company records.

Assist in maintaining accurate ledgers and supporting schedules.

Prepare monthly, quarterly, and annual financial reports.

General Office Duties and Bookkeeping:

Perform general office tasks such as filing, data entry, and office upkeep.

Handle confidential information with discretion and professionalism.

Maintain accurate and up-to-date financial records.

What we're looking for:

Qualifications

High school diploma or equivalent; associate’s degree (or higher) in accounting or finance preferred.

Proven experience as an administrative assistant, bookkeeper or in a similar role, preferably in the hospitality or events industry.

Strong organizational and multitasking abilities, with keen attention to detail.

Excellent communication and interpersonal skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software.

Ability to maintain confidentiality and handle sensitive information.

Regular office hours with occasional flexibility needed for event scheduling.

Fast-paced environment requiring adaptability and efficiency.

Skills

Strong problem-solving abilities with understanding of financial processes.

Excellent interpersonal and communication skills.

Ability to manage multiple tasks in a fast-paced environment.

Detail-oriented with a proactive approach to problem-solving.

Compensation Range

$30-$32 an hour.

Our Benefits:

+ Medical (FT Employees)

+ Dental

+ Vision

+ Voluntary UNUM offering for Accident, Critical Illness and Hospital Indemnity

+ Discount Program

+ Commuter Benefits (Parking and Transit)

+ EAP

+ 401k

+ Sick Time

+ Holiday Pay (9 paid holidays)

+ Tuition Reimbursement (FT Employees)

+ Paid Time Off

\#LI-DM1

\#indeedelior

About Constellation:

From retail spaces to office buildings, Constellation provides high-quality business dining and catering experiences all over the United States. Constellation takes pride in building every meal around its goal of fostering connections through food and hospitality.

About Elior North America:

Elior North America is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. We are committed to diversity and encourage applications from people of all backgrounds and abilities. We take pride in supporting the development of our employees and their skills at all levels and in fostering an environment of growth.

At Elior North America, we are committed to offering growth and advancement opportunities for all of our employees. The valuable skills and experience you’ve gained with Elior will propel you further in your career, whether with our corporate office or one of our brand segments.

**Disclaimer:** This job description can be revised by management as needed.