The Administrative Assistant in Purchasing, Finance & Administration plays a vital support role in keeping the business organized, accurate and responsive. In a restaurant, club or lounge environment, this position helps ensure that administrative processes run smoothly behind the scenes so that management and operational teams can focus on delivering a high-quality guest experience.
- Purpose of the role:
To provide reliable administrative and clerical support across purchasing, finance and general administration functions. The role helps maintain accurate records, supports purchasing and invoice processing, assists with document control, and ensures day-to-day office operations are efficient and well coordinated.
- Place in the organisation and reporting line:
This position sits within the Purchasing, Finance & Administration department and supports both the management team and operational departments as needed. It typically reports to the Purchasing Manager, Finance Manager, or Administration Manager, depending on the structure of the venue. The role may also liaise regularly with department heads, suppliers, vendors, and external service providers.
- Key areas of responsibility:
- Process purchase orders, supplier documents, and delivery records accurately and on time
- Support invoice checking, filing, and basic reconciliation tasks
- Maintain organized records for contracts, payments, correspondence, and internal documents
- Assist with correspondence, scheduling, meeting preparation, and general office coordination
- Follow up with suppliers and internal teams to resolve administrative queries
- Help track inventory, receipts, and supporting paperwork where required
- Ensure confidentiality and professionalism in handling financial and business information
- Type of person who succeeds in this role:
A successful Administrative Assistant is highly organized, detail-focused, dependable and able to manage multiple tasks efficiently. They communicate clearly, work well under pressure, and maintain a calm, professional approach in a fast-paced hospitality environment. Discretion, accuracy, initiative, and a service-minded attitude are essential, along with strong computer skills and the ability to support others without constant supervision.