Operations and Administrative Associate

 

ABOUT HOT BREAD KITCHEN

Hot Bread Kitchen’ mission is to create economic opportunity for women, gender-expansive people, immigrants, and people of color through culinary skills training, high-quality job placement, food entrepreneurship programs, small business guidance, and an ecosystem of support, utilizing New York City’s vibrant food industry as a catalyst for change.  With over a decade of successful programming under our belt, Hot Bread Kitchen has set a three-year strategic vision to scale our organization once again, this time as New York City plans for economic recovery. 

 

THE OPPORTUNITY

The Operations and Administrative Associate will play a critical role in ensuring the smooth functioning of our HR processes while also contributing to various operational tasks. Reporting to the Director of People & Operations, this role is designed to provide vital support in the areas of human resources (75%) and general operations (25%), assisting with the day-to-day needs of the facilities, including support with planning and preparing the facilities for programming and events, greeting visitors, receiving deliveries, completing administrative tasks for the Operations and HR team and supporting in the management of technological platforms. The ideal candidate will be dedicated, detail-oriented and thrive in Hot Bread Kitchen’s fast-paced, entrepreneurial and collaborative culture and share in the core values of Hot Bread Kitchen and be driven by its mission. This position is ideal for someone who is passionate about supporting employees and enhancing organizational efficiency.

 

GENERAL RESPONSIBILITIES

  • Human Resources Support (75%):

    • Recruitment & Onboarding:

  • Assist in the recruitment process, including job posting, screening resumes, scheduling interviews, and conducting reference checks.

  • Coordinate and assist with new employee orientations and ensure all onboarding paperwork is completed accurately and promptly.

  • Employee Relations:

  • Serve as a point of contact for employee inquiries and provide guidance on HR policies and procedures.

  • Assist in organizing employee engagement activities and events to foster a positive workplace culture.

  • Performance Management:

  • Support the implementation and monitoring of performance management systems.

  • Assist in coordinating performance reviews and maintaining accurate records.

  • Training & Development:

  • Coordinate training sessions and track employee development initiatives.

  • Maintain training records and assist in evaluating the effectiveness of training programs.

  • HR Administration:

  • Maintain and update employee records and HR databases.

  • Prepare HR reports and assist in HR compliance and audits.

  • Assist in the development and implementation of HR policies and procedures.

 

  • Facility Support: 

    • Support with office and kitchen facilities needs to create a safe, clean and compliant space for staff and members.

    • Ensure the office environment is well-organized and supplies are adequately stocked.

    • Coordinate maintenance and repair of office equipment and facilities.

    • Assist with the communication and coordination of service vendors.

    • Maintain up to date data and contact information for facility-related contacts.

 

  • Programs and Operations Team support:

    • Provide administrative support to the Senior Office Manager & Events Coordinator, the Operations & Facility Manager and other senior staff as needed.

    • Assist in scheduling meetings, preparing agendas, and taking minutes.

    • Collaborate with the Operations and Programs teams to plan and prepare the facility for upcoming training cohorts, as well as our community cohorts across NYC.

    • Collaborate with the Senior Office Manager and Events Coordinator in day-to-day office operations including greeting site visitors, receiving deliveries, purchasing of supplies, technology and platform management.

    • Collaborate with Senior Office Manager to create and maintain inventories.

    • Assist in the planning and execution of special projects and operational initiatives.

    • Track project timelines and deliverables, ensuring timely completion.

    • Maintain and organize operational records and documents.

    • Assist in generating and analyzing operational reports.

 

Competencies: 

  • Detail oriented - verifies important details, ensures there are no surprises or gaps in needed information, has the ability to think a few steps ahead to answer potential questions about the data or project. Aims to leave things better than you found them. Checks work with others, plans time to review for errors and probes one’s own thinking. Addresses errors quickly and learns from them. Looks for ways to prevent similar errors.

  • Multitasking - has the ability to successfully juggle multiple projects and priorities while maintaining the ability to deliver on time, or develop and communicate new timelines.

  • Adaptable - Flexible and has the ability to change when an original strategy is not working, applies knowledge to new circumstances. Demonstrates eagerness to learn new knowledge and skills. Exhibits the willingness to think differently to initiate ideas towards improving processes, procedures, quality and productivity.

  • Problem solving - Exhibits resourcefulness and asks for support from peers or their supervisor. Anticipates problems, develops solutions, and course-corrects when needed. Takes advantage of unexpected opportunities and addresses obstacles. Looks for the root of both simple and complex problems, in order to seek solutions. Approaches work with a spirit of “yes” and adapts as things change.

  • Facilitative communication - Uses language effectively to gather information and facilitate an exchange of ideas. Encourages and engages in two-way dialogues.

 

QUALIFICATIONS

  • Bachelor’s degree in Human Resources, Business Administration, or a related field.

  • Must have 1-2 years of experience in HR or operations support roles.

  • Familiarity with labor laws and HR best practices.

  • Experience with performance management systems.

  • Believe in the core values of Hot Bread Kitchen and be driven by the mission.

  • Deep commitment to diversity, equity, inclusion and allyship principles.

  • Must have excellent time management skills and the ability to deliver work on assigned schedules.

  • Must be attentive to detail and in record-keeping.

  • Must have the ability to handle sensitive information with confidentiality and integrity.

  • Must have the ability to work independently and as part of a team.

  • Enjoy working in a high-paced, high-growth environment with strong organizational and collaborative skills.

  • Demonstrated excellent oral and written communication skills. Ability to communicate and work effectively with all levels.

  • Demonstrated ability to act decisively and independently to resolve issues.

  • Strong computer skills including the ability to learn new software as necessary. Ability to fully utilize email, electronic calendars, HR information systems (HRIS), Microsoft Word, Microsoft Excel and Slack.

OUR VALUES

We are driven by a feeling of commitment to support our members, teammates, and partners. Our culture of equity comes from the many cooks in our kitchen and the diversity of perspectives we each bring. We believe that respect goes a long way in making people feel welcome, accepted, and celebrated. We seek out opportunities for connection and become a stronger team by being in community and prioritizing candor over consensus. The pace of our work and velocity of change can be quick; our entrepreneurialism helps us take optimistic risks and pursue inventive solutions.

 

LOCATION AND HOURS

This position requires a minimum of 3 days per week of in-person attendance at our facility in Chelsea Market. Must be available to work some evenings. We follow New York City and State guidelines on COVID-19 vaccination and masking. 

 

HOW TO APPLY

Applications must include a cover letter & resume and should be sent to TriNet Hire Applicant Tracking System. 

 

Please note applications sent via LinkedIn will not be accepted or reviewed. Due to the volume of applications, only completed applications sent via email will be considered.

 

COMPENSATION

This is a full-time position. The salary range is $62,400 - $65,000 and is commensurate with experience. Hot Bread Kitchen’s comprehensive benefits package includes health/vision/dental insurance (available from day one!), 401K contributions, 16 days of paid office closure (including holidays, and staff appreciation days) and a one week holiday break at the end of the year, flexible vacation time, generous sick and paid family leave, and paid sabbatical program (after 5 years). Our organizational culture is entrepreneurial, flexible, and civically-minded (learn more about our culture on hotbreadkitchen.org/careers).

 

Hot Bread Kitchen is an Equal Opportunity Employer and does not discriminate against applicants based on race, religion, color, disability, medical condition, legally protected genetic information, national origin, gender, sexual orientation, marital status, gender identity or expression, sex (including pregnancy, childbirth or related medical conditions), age, veteran status or other legally protected characteristics. Any applicant with a mental or physical disability who requires an accommodation during the application process should contact hr@hotbreadkitchen.org to request such an accommodation.

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