Operations Admin Assistant

Position Summary

Administrative Support

• Provide day-to-day administrative support to the Executive Director.
• Prepare reports, presentations, meeting minutes, and operational summaries.
• Maintain organized records, contracts, and confidential documents.
• Coordinate meetings and follow up on action items.

Operations Coordination

• Serve as the primary point of contact for QSR Supervisors regarding operational matters.
• Coordinate and monitor leave requests, schedule changes, manpower concerns, and other operational requirements.
• Escalate concerns and requests to the Executive Director and relevant departments when necessary.
• Coordinate with HR, Payroll, Operations, and Restaurant Management to ensure timely resolution of issues.
• Track approvals, pending requests, and operational action items.
• Facilitate effective communication between restaurant teams and management.

Delivery Platform Management

• Monitor the availability and performance of all delivery platforms.
• Update menus, item availability, descriptions, photos, and pricing.
• Create and launch new menu items and promotions.
• Coordinate with restaurant teams, aggregators, support teams, and IT to resolve platform-related issues.
• Ensure brands and stores are properly onboarded and activated on delivery platforms.

Financial & Invoice Coordination

• Receive, verify, and maintain records of invoices related to QSR operations and delivery platforms.
• Ensure invoices are complete and submitted to the Accounts Department within required timelines.
• Track invoice status and follow up on pending payments, discrepancies, or missing documents.
• Coordinate with vendors, aggregators, restaurant teams, and Accounts regarding invoice-related concerns.
• Maintain organized records of invoices, contracts, settlements, and supporting documents.

Order Monitoring & Dispute Management

• Monitor cancelled, refunded, and disputed orders.
• Review reports and gather supporting documentation from restaurant teams.
• Submit disputes and follow up with aggregators until resolution.
• Coordinate with the Accounts Department regarding settlements and reconciliations.