Finance & Administrative Assistant

Position Overview
The Finance & Administrative Assistant is responsible for maintaining accurate financial records, enforcing operational controls, and generating actionable insights that support profitability and efficiency.
This role is execution-focused. Accuracy, consistency, and accountability are mandatory.
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1. Financial Transaction Management
Objective
Ensure all financial activity is recorded accurately and consistently.
Responsibilities
• Record all financial transactions daily (income and expenses)
• Categorize transactions correctly (Food Sales, Beverage Sales, Labor, Supplies, Utilities, etc.)
• Validate data sources:
o POS reports (e.g., Toast POS)
o Bank statements
o Cash logs
• Flag missing or unclear transactions immediately
Rules
• No uncategorized transactions
• No assumptions — ask when unsure
• Maintain consistent categorization across all entries
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2. Cash Closing, Reconciliation & Audit
Objective
Ensure full accuracy and control over cash handling.
Responsibilities
• Record daily cash closing reports
• Compare expected cash (POS) vs actual cash counted
• Identify shortages or overages
• Maintain discrepancy log
Additional Control
• Perform random mid-shift cash audits
Rules
• Report discrepancies immediately
• Never ignore small differences
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3. Accounts Payable (Vendor Payments)
Objective
Ensure accurate and timely payment of all vendors.
Responsibilities
• Track all invoices and bills
• Verify:
o Amount
o Pricing accuracy
o Quantity received
• Process payments (Zelle, ACH, check, or cash when approved)
Rules
• Never pay without verification
• Store proof of payment
• Update records immediately after payment
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4. Supplier Price Analysis & Cost Optimization
Objective
Continuously reduce costs while maintaining quality.
Responsibilities
• Maintain updated supplier pricing database
• Standardize pricing (per lb, kg, ml, etc.)
• Compare suppliers for the same items
• Track price changes over time
Action Steps
• Request updated price lists regularly
• Source alternative suppliers for quotes
• Build price comparison reports
Output
• Cost-saving recommendations with clear impact
Rules
• Always standardize units before comparing
• Consider reliability, not just price
• Do not switch suppliers without approval
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5. Inventory vs Usage Control
Objective
Identify waste, theft, or inefficiencies.
Responsibilities
• Compare:
o Purchased quantities
o Expected usage (based on sales)
• Focus on high-cost items (meat, alcohol, key ingredients)
Output
• Weekly Expected vs Actual Usage Report
Goal
• Flag over-usage and investigate causes
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6. Void & Discount Accountability
Objective
Control revenue loss from voids and discounts.
Responsibilities
• Track voids by:
o Employee
o Date and time
• Identify abnormal patterns
Output
• Weekly Attention Report highlighting issues
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7. Labor Hours & Efficiency Tracking
Objective
Ensure accurate payroll and improve labor productivity.
Responsibilities
• Compile employee hours
• Validate:
o Clock-in/out
o Breaks
o Missing entries
Efficiency Analysis
• Track:
o Revenue per labor hour
o Labor % vs sales
• Identify inefficiencies
Output
• Weekly Labor Efficiency Report
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8. Reporting (Weekly & Monthly)
Objective
Deliver clear, actionable insights.
Weekly Reports
• Revenue breakdown
• Top-selling menu items
• Void and discount analysis
• Cash expense summary
• Labor efficiency summary
• Inventory discrepancies
• Key operational flags
Monthly Reports
• P&L (if applicable)
• Trends vs previous month
• Cost analysis (food, labor, operations)
• Performance insights
Rule
All reports must include:
• Observations
• Identified issues
• Suggested actions
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9. KPI Dashboard Management
Objective
Maintain a simple, visible performance overview.
Tracked Metrics
• Revenue
• Top items
• Voids
• Labor %
• Cash discrepancies
• Cost alerts
Standard
• One-page summary
• Updated weekly
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10. Administrative Support & Process Control
Objective
Maintain organized and structured operations.
Responsibilities
• Organize financial and operational records
• Support management with administrative tasks
• Maintain structured documentation
Process Discipline
• Enforce use of:
o Opening/closing checklists
o Cash handling procedures
o Ordering processes
• Track:
o Completion
o Responsible person
o Time
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11. Performance Standards
Accuracy
• Zero tolerance for careless financial errors
Consistency
• Follow defined processes every time
Ownership
• Investigate irregularities proactively
Communication
• Escalate issues immediately
Accountability Mindset
• Do not just report — flag problems and suggest solutions
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12. Workflow Summary
Daily
• Record transactions
• Update cash closing
• Track invoices and payments
• Monitor for inconsistencies
Weekly
• Prepare reports
• Review discrepancies
• Analyze labor and inventory
• Update KPI dashboard
Monthly
• Consolidate reports
• Analyze trends
• Support financial review