Administrator Assistance

As Administration Assistant at La Dama, you will support the restaurant’s day-to-day administrative, accounting-control and operational organization. You will work closely with the Manager to ensure that daily financial controls, purchasing and supplier records, accounting documentation, HR files, maintenance follow-up and internal administrative systems are accurate, complete and properly organized. The role requires a highly organized, proactive and detail-oriented person who is comfortable managing multiple administrative workflows and supporting special operational projects.

TASKS & ESSENTIAL RESPONSIBILITIES:

POSITION SUMMARY:

As Administration Assistant at La Dama, you will support the restaurant’s day-to-day administrative, accounting-control and operational organization. You will work closely with the Manager to ensure that daily financial controls, purchasing and supplier records, accounting documentation, HR files, maintenance follow-up and internal administrative systems are accurate, complete and properly organized. The role requires a highly organized, proactive and detail-oriented person who is comfortable managing multiple administrative workflows and supporting special operational projects.

TASKS & ESSENTIAL RESPONSIBILITIES:

• Review and control daily closing reports and ensure required documentation is complete and accurate.
• Review and control the daily cash reconciliation and report any discrepancies.
• Record and maintain accurate expense and purchasing information.
• Prepare and organize the monthly accounting file and supporting documentation for external/internal accounting review.
• Maintain and update operational, financial and administrative databases.
• Prepare and maintain payment reports and follow up on payment status when required.
• Support supplier administration, including documentation, purchase follow-up, queries and coordination.
• Maintain complete and up-to-date HR files, including occupational risk prevention and required employee documentation.
• Manage staff uniforms, lockers and administrative control of materials and equipment provided to employees.
• Prepare drafts of invoices, proformas and sales-related contracts for review and approval.
• Follow up and maintain control records for preventive and corrective maintenance.
• Ensure the restaurant’s cloud filing system is properly structured, organized and kept up to date.
• Prepare draft menus for review and coordinate final printing once approved.
• Support the creation, formatting and maintenance of operational manuals, procedures and protocols.
• Support the Manager in the follow-up, control and administration of special projects.

QUALIFICATIONS / SKILLS:

• Excellent organizational skills and strong attention to detail.
• Advanced and professional command of Microsoft Office, particularly Excel, Word and Outlook.
• Previous experience in purchasing administration and supplier management.
• Experience preparing or maintaining manuals, procedures and operational protocols.
• Good understanding of database management and structured digital filing systems.
• Ability to manage several tasks simultaneously, prioritize effectively and meet deadlines.
• Strong numerical accuracy and confidence working with financial and administrative information.
• Professional communication skills and ability to work with different departments and levels of management.
• Positive, proactive and solution-oriented attitude.
• Commitment to confidentiality, accuracy and high professional standards.