Administrative Assistant

Key Responsibilities

• General Office Administration
• Sort, distribute, scan, and route incoming and outgoing mail and packages
• Aid in meeting scheduling for Department Heads
• Process gift card activation requests
• Run errands and handle ad hoc tasks for leadership
• Support special projects as assigned

Facilities & Culture

• Maintain cleanliness and organization of common areas (kitchen, huddle space, lobby)
• Support on-site and off-site events – setup, breakdown, vendor coordination, and catering (including Thursday huddle lunches)
• Celebrate employees: birthdays, work anniversaries, welcome kits, and farewells
• Coordinate employee celebrations
• Manage cards, small gifts, and milestones acknowledgements
• Order office supplies and cleaning items, as needed
• Serve as the primary liaison with building management, cleaning crews, and maintenance vendors
• Track and follow up on recurring facility issues; schedule and be present for repairs
• Oversee Winter Park parking pass distribution (bi-annually: January and June)

Break Room & Beverage Management

• Manage snack and coffee restocks via Amazon and Publix; physically restock items each morning
• Place and put away Coca-Cola orders; restock beverages as needed

Marketing Support

• Manage social media guest responses across Facebook, Instagram and TikTok
• Ship Surprise & Delight boxes to guests
• Support event activations: influencer events, influencer box shipping, and event logistics
• Order lunch for on-site marketing meetings
• Book group travel and off-site meetings
• Manage business card ordering and fulfillment for franchisees
• Direct franchisees on ordering gift cards, gift card holders, and branded materials
• Assemble and ship kits
• Manage monthly scorecards

Operations Support

• Food Safety Tracking: monitor health department inspection visits and scores, audit scores, self-evaluation completions, and corrective action completions; submit invoices to accounting
• Guest Social Inbox: collect and forward guest emails to appropriate franchisees; review and route contact form submissions; flag brand-damaging social media comments for review
• Review customer point and promotional reward requests; manage and route inbox to appropriate franchisee or HQ employee
• Review and route Sonny’s voicemails
• Submit franchisee hierarchy changes to our various platforms/vendors

Requirements

• Knowledge
• General office administration principles and best practices
• Basic understanding of facilities coordination, including vendor communication and supply management
• Familiarity with social media platforms (Facebook, Instagram, TikTok) and standard community engagement practices
• Working knowledge of Microsoft 365 (Outlook, Word, Excel, Teams)
• Basic understanding of food service or hospitality environments is preferred; knowledge of food safety documentation practices is a plus
• Awareness of brand standards and professional guest communication expectations
• Skills
• Strong written and verbal communication – able to correspond professionally with internal team members, vendors, guests, and franchisees
• Data entry accuracy and attention to detail, particularly when tracking scores, submissions and platform records
• Proficiency with digital tools and the ability to learn new platforms
• Skilled at prioritizing and managing multiple concurrent tasks across departments without losing track of details
• Basic procurement and order management (Amazon, Publix, vendor portals)
• Effective scheduling and calendar coordination for leadership and team meetings
• C competent in packing, shipping, and light logistics for boxes, kits, and branded materials
• Abilities
• Ability to work independently with minimal supervision and take ownership of recurring responsibilities
• Ability to exercise sound judgement when routing sensitive communications (e.g., HR complains, brand-damaging comments)
• Ability to remain flexible and adapt priorities week-to-week based on department needs and workload volume
• Ability to maintain a professional, positive, and service-oriented demeanor while interacting with team members, guests, and vendors
• Ability to handle physical tasks as needed – stocking shelves, assembling kits, lifting supply deliveries
• Ability to collaborate across multiple departments and build trust as a reliable, go-to resource for the office