Job Description

Hani’s Bakery + Café is seeking a highly organized and proactive Administrative Assistant to provide day-to-day administrative support across Hani’s Bakery + Café and Neighbors Famous Ice Cream .

Working closely with our leadership team, you will help keep the communication, records, scheduling, business systems, and projects supporting both businesses organized and running smoothly. From coordinating catering inquiries and maintaining company records to assisting with invoices, vendors, meetings, and special projects, this role will provide important administrative support across our growing businesses.

We are looking for someone who is detail-oriented, resourceful, communicative, and genuinely enjoys keeping things organized and helping a busy team stay on track. This is a hands-on administrative support position and a great opportunity for someone interested in growing their experience within an independent and expanding food and hospitality business.

• Provide day-to-day administrative support for Hani’s Bakery + Café and Neighbors Famous Ice Cream.

• Help maintain calendars, schedule meetings, organize documents, track deadlines, and follow up on outstanding tasks.

• Monitor incoming phone calls, emails, guest inquiries, and general business correspondence, ensuring communication is handled promptly and professionally.

• Assist with guest feedback and inquiries, escalating concerns to leadership when appropriate.

• Support catering orders, events, partnerships, and special projects by helping organize inquiries, documentation, timelines, and communication.

• Assist with invoices, receipts, purchasing records, vendor documentation, and accounts payable organization.

• Help place and track approved orders for office, retail, packaging, and other business supplies.

• Maintain organized vendor information, pricing, order records, invoices, and related documentation.

• Assist with maintaining recipe databases, menu information, food-costing records, purchasing documentation, reports, and other business resources.

• Help maintain accurate information within Toast, xtraCHEF, spreadsheets, shared drives, and other company systems.

• Prepare and organize reports, meeting agendas, presentations, documents, and other materials for the leadership team.

• Assist with research related to vendors, products, equipment, services, pricing, events, and special projects.

• Help coordinate deliveries, pickups, appointments, meetings, and other business logistics.

• Support inventory tracking and organization of office, retail, packaging, and other assigned supplies.

• Help maintain organized employee, vendor, guest, catering, and business records in accordance with company procedures.

• Assist leadership with administrative projects and follow up with team members or outside partners to help keep assignments moving forward.

• Maintain clear, professional, and hospitable communication with employees, guests, vendors, and external partners.

• Handle confidential and sensitive business information with discretion and professionalism.

• Pitch in with additional administrative tasks and special projects as the needs of Hani’s Bakery + Café and Neighbors Famous Ice Cream evolve.

• 1+ year of administrative, hospitality, office, customer service, or related professional experience preferred.

• Strong organizational skills and exceptional attention to detail.

• Excellent written and verbal communication skills.

• Ability to manage multiple assignments, deadlines, and priorities in a fast-paced environment.

• Comfortable communicating professionally and hospitably with guests, vendors, employees, and external partners.

• Strong computer skills, including proficiency with Google Workspace, Microsoft Office, spreadsheets, email, and shared document systems.

• Experience with Toast POS, xtraCHEF, or other hospitality systems is a plus but not required.

• Basic familiarity with invoices, purchasing, data entry, recordkeeping, or administrative financial documentation is preferred.

• A proactive, resourceful, and solutions-oriented approach to work.

• Ability to work independently while knowing when to ask questions or escalate an issue to leadership.

• Hospitality, bakery, restaurant, or food-service experience is a plus but not required.

• Ability to occasionally lift up to 30 lbs. and move safely throughout the bakery as needed.

• Availability to work weekdays, with occasional schedule flexibility based on business needs.

• English fluency is required; Spanish proficiency is a plus.

• Hourly compensation of $25.00–$28.00 per hour, commensurate with experience.

• Full-time employment, with an anticipated schedule of approximately 40 hours per week based on business needs.

• Overtime compensation when applicable in accordance with applicable law.

• Scheduled performance evaluations with opportunities for professional growth and pay increases.

• Paid Time Off in accordance with company policy and eligibility requirements.

• Protected leave in accordance with applicable New York State and New York City requirements.

• Access to pre-tax commuter benefits in accordance with New York City requirements.

• 20% employee discount at Hani’s Bakery + Café.

• Complimentary staff meals and drinks during working shifts.

• Insurance: Medical, dental and vision with employer contribution (available to all team members following waiting period)

The expected compensation range for this position is $25.00–$28.00 per hour . Final compensation will be determined based on experience, qualifications, and other job-related factors.

The responsibilities outlined above are not exhaustive. Additional duties or projects may be assigned consistent with the position, the employee’s skills and experience, and the evolving needs of Hani’s Bakery + Café and Neighbors Famous Ice Cream.

Hani’s Bakery + Café is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of any characteristic or status protected under applicable federal, New York State, or New York City law.

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