Administrative Assistant

Culinary Services Group (CSG) is seeking a reliable and organized Administrative Assistant to support our Food Service Director and culinary team at a senior living community in Irvington, VA. In this role, you will help keep daily dining and kitchen operations running smoothly by managing office tasks, communication, and resident support.

Key responsibilities include assisting with scheduling and timekeeping, maintaining daily logs and compliance documents, preparing menus and reports, supporting resident dietary requests and general inquiries, managing onboarding paperwork and training files, organizing invoices and purchase orders, coordinating office supplies, and providing clerical support such as data entry, filing, emails, and phone calls.

Job Summary

Summary: As an Office Manager, you will perform a variety of duties including coordination of all business unit accounting activities, maintaining cash control, payroll, including Living Wage Ordinance compliance, accounts payable, accounts receivable, profit and loss reconciliations, and human resources administration/benefits for personnel. You will coordinate routine office duties to include data entry, associate files, record retention, and support documentation. Other duties include coordinating associate events, monthly and annual business reports as well as handling the POS system, camera system and digital signage.

Essential Duties and Responsibilities:

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Plans office layout, develops office budget, and initiates cost reduction programs.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Prepares activities reports for guidance of management.
• Coordinates activities of various clerical departments or workers within department.
• Performs other duties as assigned.

Qualifications:

• 3 years of administrative and clerical experience in an office, hotel, corporate and/or related work environment.

• Thorough knowledge of contract administration and office procedures.

• Working knowledge of processes and systems including financial reporting.
• Proficient computer skills and knowledge of MS Office products, including Word, Excel, PowerPoint, Outlook, and internet.

We're looking for someone with strong organization and communication skills, the ability to multitask in a fast-paced environment, and a professional, customer-service–oriented demeanor. Administrative experience in healthcare, senior living, hospitality, or foodservice is a plus. Proficiency in Microsoft Word, Excel, and Outlook is preferred.

Join a supportive, mission-driven company that offers training, growth opportunities, and meaningful work serving seniors. If you are dependable, detail-oriented, and enjoy supporting a team that makes a difference every day, we encourage you to apply