What are the responsibilities and job description for the Administrative Coordinator position at Jonathan's Ogunquit?
About Us
Jonathan’s Ogunquit is a long-standing, family-owned restaurant and concert venue preparing for its 50th anniversary and an exciting new phase of growth. We are strengthening our year-round administrative and financial operations and seeking a reliable, detail-oriented Administrative Coordinator to join our leadership team.
This role is essential in supporting our bookkeeping processes, administrative systems, HR workflows, and event operations.
Position Summary
The Administrative Coordinator is responsible for performing daily and weekly administrative tasks, bookkeeping support, digital file management, HR onboarding support, and coordination across departments. The ideal candidate is highly organized, detail-focused, and able to manage recurring tasks with consistency while also assisting with projects and seasonal initiatives.
Key Responsibilities
Bookkeeping & Finance
- Enter invoices, maintain accounts payable documentation, and prepare weekly check runs
- Organize vendor records and monthly accounting files
- Track deposits, cash logs, and weekly revenue documentation
- Assist with financial reporting preparation for ownership and CPA
- Maintain accurate digital financial archives and year-end records
- Support 1099 preparation and vendor compliance
Administrative & Office Coordination
- Maintain administrative calendars, deadlines, compliance reminders, and internal communications
- Organize and maintain digital filing systems, internal documents, forms, and manuals
- Support scheduling workflows and cross-department communication
- Prepare meeting notes, task lists, and follow-up summaries
- Serve as primary administrative contact for vendors, staff inquiries, and operational needs
HR & Staff Support
- Manage new hire onboarding paperwork, documentation, and checklists
- Track staff certifications, annual trainings, and required documentation
- Support weekly communication updates for staff and leadership
- Assist with job postings, applicant tracking, and administrative HR tasks
Event & Venue Support
- Assist with administrative preparation for concerts and private events
- Support artist hospitality coordination and internal event documentation
- Maintain event records, contracts, and communication logs
Customer Service:
- answer phones and take reservations, ticket holds, event inquiries, etc.
Qualifications
- Experience in bookkeeping or administrative roles required (quickbooks preferred)
- Strong organizational skills and excellent attention to detail
- Proficiency with Microsoft Office, Google Workspace, and digital filing systems
- Ability to manage multiple priorities and maintain accuracy under deadlines
- Professional communication skills, both written and verbal
- Hospitality or venue experience is helpful but not required
Compensation & Schedule
- year-round position
- Competitive hourly rate based on experience
- Weekly pay through ADP
- Opportunity for growth within a stable, established business
How to Apply
Please submit your resume and a brief introduction through really or email info@jonathansogunquit.com.
Job Types: Full-time, Part-time
Pay: $24.00 - $28.00 per hour
Benefits:
- Paid time off
Work Location: In person
Salary : $24 - $28