Restaurant Office Administrator

About Us

Cooper's Hawk features a Napa-style tasting room with wine-inspired retail for entertaining and a full-service restaurant, bar and private event space, offering a modern-yet-casual dining experience. Each scratch-kitchen menu item is designed to pair with our wines. The Cooper's Hawk Wine Club is one of the largest in the world, offering top-notch award-winning wines and exclusive membership benefits, including curated dining and travel experiences. Since 2005, we've brought the Napa Valley experience to our guests and Wine Club members. With Piccolo Buco by Cooper’s Hawk, we’re also bringing the vibrant flavors of Rome to them. Together, we’re creating a lifestyle brand like no other.

About the Role

As the Restaurant Office Administrator, you will oversee a broad range of activities related to office administration and private events. In partnership with the General Manager and Restaurant Support Center, you’ll provide support and execute administrative, clerical, and financial tasks including invoicing, mail distribution, guest relations, and human resources duties. You’ll also handle the administration and coordination of private events, partnering closely with team members to provide outstanding guest service.

Responsibilities

• Oversee and maintain all tasks related to back-office procedures and administrative systems.
• Track and manage marketing collateral, office supplies, and uniform inventory.
• Manage gratuity systems and perform daily cash reconciliation.
• Prepare and process invoices in the Compeat system.
• Process vacation requests and other payroll-related matters.
• Handle daily Wine Club Membership data entry.
• Answer phone calls and assist guests using the reservation system.
• Support team member interactions by answering policy, payroll, and benefits questions.
• Partner closely with the General Manager and Restaurant Support Center to ensure policies and procedures are followed.
• Assist the management team with screening applications and processing pre- and post-employment paperwork for hourly team members.
• Assist with onboarding new managers and train office assistants to act as backup on weekends/vacations.
• Track health and safety certifications for team members and managers; ensure required policies are posted and updated.
• Maintain back-office organization, cleanliness, and security.
• Serve as a subject matter expert with Tripleseat and Eventbrite systems to ensure events are appropriately booked, including calendar management, BEO accuracy, contracts, menu design, room design, and payments.
• Communicate event timelines to ensure deadlines are met with guests, management, and kitchen staff.
• Coordinate appointments and scheduling of events.
• Conduct post-event follow-up to ensure guest satisfaction.
• Coordinate monthly Wine Club Events.
• Retrieve custom event décor, amenities, or services to ensure correctness; oversee setup for events.
• Track event finances, including reconciliation of banquet deposits and final payments.
• Maintain inventory of banquet materials and supplies.
• Represent Cooper’s Hawk vision and values, creating a respectful, positive, and professional work environment.
• Maintain a professional image by adhering to guidelines in the Team Member Handbook.

Requirements

• Must represent Cooper’s Hawk values.
• Six months of supervisory experience.
• Cash handling experience.
• One year of event planning experience.
• Self-starter who anticipates event needs, discerns work priorities, and meets deadlines with little supervision.
• Acts as a Cooper’s Hawk brand ambassador and trusted liaison with team members, managers, vendors, and suppliers.
• Excellent verbal and written communication skills.
• Manages competing priorities under strict deadlines; strong problem-solving skills and attention to detail.
• Commitment to creating community with team members and guests.
• Team-focused with a commitment to high guest service standards.
• Enjoys working with people and is enthusiastic about corporate and social event management.
• Excellent analytical and problem-solving skills.
• Ability to read, understand, and communicate in English.
• Demonstrates financial and business acumen and strong interpersonal skills.
• Proficient in Microsoft Office Suite.
• Preferred certifications include ServSafe and state/local licensing requirements.
• Ability to multi-task and be highly organized.
• Must be able to work up to 40 hours per week in a variety of shifts.

Key Competencies

• Communicate Effectively: Excellent written and verbal communication skills; professional and courteous interactions with others.
• Disciplined Behavior: Ability to organize, prioritize, and manage time well.
• Collaboration: Ability to work as a team and contribute.
• Manage Systems: Learn and manage IT operating systems critical to the business.
• Plans & Aligns: Review reports and identify trends.
• Guest Focused: Provide excellent service when booking private events.
• Manage Ambiguity: Highly adaptable and able to navigate situations.

Benefits

• Monthly Dining Allowance
• 50% Dining and Carryout discount
• 40% Retail Wine discount
• 20% Retail and Private Events discount
• Monthly Complimentary Wine Tasting for Two
• Medical, Prescription, Dental, and Vision Insurance plus Telemedicine and Wellness Program
• Company Matching 401(k) Retirement Savings Plan
• Flexible Savings Accounts – Health and Dependent Care
• Health Savings Account
• Long-Term Disability; Voluntary Short-Term Disability
• Basic Life and AD&D Insurance (with option to purchase additional coverage)
• Paid Parental Leave
• Highly Competitive Pay plus Team Member Incentives & Rewards
• Paid Time Off
• Access to Team Member Relief Program
• Employee Assistance Program, providing mental health, legal, and financial counseling
• “Everyday Benefits” Program to include insurance coverage (pet, life, auto, home/property) and employee discounts on goods and services
• Employee Referral Bonus Program
• Milestones Recognition Program
• General Managers and Executive Kitchen Managers participate in a Team Member Development program to earn a $20,000 cash incentive
• Annual Destination Conference for General Managers and Executive Kitchen Managers
• Career Development Opportunities