Operations & Administrative Assistant

Company Overview

Jamrock Jerk is a growing mobile food service operation known for authentic Jamaican jerk cuisine and high-volume catering across New York. Our operations support multiple service locations and events, requiring strong administrative systems to manage vendors, purchasing, catering administration, and operational coordination.

We are seeking an Operations & Administrative Assistant to support business office administration and operational coordination.This role is ideal for someone who is organized, dependable, and comfortable managing administrative tasks that support daily business operations.

This is a year-round position with a seasonal schedule structure aligned with our operational cycle.

Position Overview

The Operations & Administrative Assistant supports the company’s business office systems, including catering administration, vendor coordination, purchasing administration, and financial documentation tracking. This role ensures that operational records, invoices, and vendor coordination remain organized and efficient.

Responsibilities

Customer Service & Experience Resolution

• Monitor incoming customer communications including email and administrative inquiry channels
• Respond to routine customer inquiries regarding catering orders, scheduling, or event details
• Document customer concerns and ensure issues are properly escalated when necessary
• Assist in resolving service issues by coordinating internally with operations staff
• Maintain organized records of customer complaints and resolution outcomes
• Support customer follow-up communication to ensure issues are resolved and documented

Chargeback Dispute Administration

• Monitor payment processor notifications for customer chargebacks and disputes
• Compile supporting documentation including receipts, order confirmations, and service records
• Prepare and submit chargeback response documentation within required deadlines
• Maintain records of dispute outcomes and chargeback activity
• Coordinate internally to gather evidence needed to support dispute responses

Loss Prevention Administration

• Track and document operational losses including payment disputes, order discrepancies, or inventory irregularities
• Assist in reviewing operational reports to identify unusual patterns or discrepancies
• Maintain organized records related to loss incidents and corrective actions
• Support internal processes designed to reduce operational losses and prevent recurring issues
• Assist management in maintaining documentation related to operational accountability

Catering Administration

• Process catering inquiries and administrative documentation
• Maintain catering order records and scheduling details
• Coordinate catering documentation with operations staff
• Maintain catering activity records

Accounts Receivable Support

• Prepare and send customer invoices
• Track outstanding invoices and payment status
• Follow up on unpaid balances
• Maintain accounts receivable documentation

Vendor Coordination

• Communicate with vendors regarding supply orders and deliveries
• Maintain vendor contact records
• Track vendor communications and purchasing requests

Accounts Payable Coordination

• Organize vendor invoices for bookkeeping review
• Prepare payment documentation for submission to outsourced accounting services
• Maintain records of vendor payments and purchase activity

Inventory & Purchasing Administration

• Monitor supply ordering needs
• Assist with purchasing coordination for operational supplies
• Track supply orders and purchasing documentation

Training Portal Administration

• Maintain and update internal training portal documentation
• Track employee training completion
• Assist with organization of training materials

Operations Reporting

• Prepare weekly operational administration reports including catering activity, vendor coordination, and purchasing summaries

Summer Peak Season Schedule (April – November)

Administrative coverage supports operations throughout the day.

Schedule

Monday – Friday
6:00 AM – 2:30 PM

Weekly hours: 40 hours

Winter Off-Season Schedule (December-March)

During winter months, operations pause and administrative work focuses on planning and documentation.

Schedule

Monday-Wednesday/Tuesday-Thursday
9:00 AM – 4:00 PM

Weekly hours: 20 hours

Compensation

Hourly Rate: $27.00-$30.00/hour

Estimated annual earnings: $46,760-$51,960 annually (based on the seasonal schedule structure)

Note: Starting pay within the range is based on experience and demonstrated administrative capability.

Benefits

Paid Leave

• 40 hours paid sick leave annually
• 40 hours paid vacation annually (winter use only)

Total paid leave:

80 hours per year

Vacation time is taken during the winter administrative period when operations slow.

Ideal Candidate

We are looking for someone who is:

• highly organized and detail-oriented
• dependable and punctual
• comfortable managing administrative systems
• able to work independently while supporting operations
• confident communicating with staff and supervisors

Preferred experience includes:

• 2 year minimum in HR or assistant roles
• workforce scheduling
• administrative record keeping
• hospitality or service operations
• office administration

How to Apply

Please submit your resume along with a brief note describing your administrative experience and why you are interested in the role.

Job Type: Full-time

Pay: $27.00 - $30.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Application Question(s):

• This position requires the following schedule:

Summer Peak Season (April-November | 40 hours)
Monday-Friday: 6:00 AM – 2:30 PM

Winter Off Season (December-March | 20 hours)
Tuesday–Thursday: 9:00 AM – 4:00 PM

Are you able to commit to this schedule?

• Which of the following administrative tasks have you regularly handled in previous roles? (List all that apply)

-Employee scheduling or workforce coordination
-Reviewing time sheets or preparing payroll documentation
-Accounts receivable or invoice preparation
-Vendor communication or purchasing coordination
-Administrative record keeping or compliance documentation
-None of the above

• Please briefly describe one system or process you helped organize or improve in a previous job.
• This role involves supporting a growing operational business with multiple moving parts. Which environment best describes where you work best?

-Structured office with repetitive tasks
-Fast-moving operational environment with changing priorities
-Customer service focused environment
-I prefer remote or independent work

Experience:

• Administrative: 2 years (Required)

Work Location: In person