Administrative Assistant

As the Administrative Assistant, you are the person who is proactive, organized, and service-minded to support our team members at BBQHQ. This role is the connective tissue – handling day-to-day administrative, facilities, and operational tasks that keep things running smoothly so our HR, Marketing, and Operations teams can stay focused on growing the Sonny’s brand and franchise network. This is a hands-on, roll-up-your-sleeves kind of role. You’ll wear multiple hats, work across departments, and take ownership of the tasks you manage. If you thrive on variety, like getting things done, and enjoy being a reliable resource for the people around you, this role is a great fit. 

This will be a part-time, in-office, non-exempt position. Tuesday - Thursday from 9:00AM - 4:00PM, with a 1-hour lunch break, total approximately 18-20 hours per week. 

Key Responsibilities (may include but not limited to):

General Office Administration

• Sort, distribute, scan, and route incoming and outgoing mail and packages 
• Assist with 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)
• Coordinate employee celebrations: birthdays, work anniversaries, welcome kits, and farewells 
• 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 

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 
• Assemble and ship kits
• Manage monthly scorecards

In addition to the responsibilities outlined above, this role may be asked to take on additional projects or duties in support of business objectives and evolving organizational needs.

Required Knowledge, Skills, and Abilities

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 
• 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