Dining Services Administrative Assistant

Dining Services Administrative Assistant

Job Category: VLG Dining Services

Requisition Number: DININ
001198

• Posted :
  May 6, 2026
• Full-Time
• On-site

Showing 1 location

Gainesville, FL 32606, USA

WE’RE WAITING TO HEAR FROM YOU. COME JOIN OUR FAMILY AND GROW YOUR CAREER WITH US!

Our team is only as strong as each individual contributor – which is why we focus our energy on hiring people who are friendly, hardworking and have a true passion for serving older adults.

After all, residents aren’t guests in our community; we’re working in their home.

Position Title: Dining Services Administrative Assistant

Overview: This position is responsible for providing administrative support to the Dining Services management team. This position reports to the Director of Culinary & Dining Services.

Essential Job Functions:

Administrative & Operational Coordination:

• Provide administrative support to the Dining Services leadership team across all venues
• Manage and coordinate calendars for Dining Services leaders, including meetings, associate engagement events and group outings or travel
• Take meeting notes and distribute communications as directed
• Maintain organized records and documentation
• Submit reports and prepare proposals and presentations as needed
• Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy and regulatory agencies
• Coordinate and manage projects for department in collaboration with Director of Dining Services and Assistant Director of Dining Services
• Assists with recruiting for dining services jobs and sends to appropriate hiring manager
• Assist with onboarding
• Coordinates resolution of WeCare Connects and Comment Cards responsible parties
• Coordinate internal communications
• Serve as primary point of contact for vendors
• Schedule vendors and coordinate services
• Source vendors and assist with contract setup
• Maintain vendor contract and contact database
• Review vendor invoices and resolve discrepancies
• Process invoices and work with Accounting/AP in adherence to accounting deadlines
• Track accruals and rebates
• Create annual spend-down reports
• Submit monthly inventory reports
• Uses database programs and spreadsheets to generate dining services reports as requested

Resident Dining Support:

• Manage meal plan inquiries and credits
• Support scheduling and reservations
• Coordinate Dining Committee meetings with resident representatives

Menu & Signage:

• Design, format, and print menus
• Create signage and promotional materials

Compliance & Inventory:

• Manage office supplies and inventory
• Track inspections, licenses, certifications
• Manage uniform orders and inventory

• Maintain clean and professional appearance
• Adheres to company policies and procedures
• Attend departmental education and all required in-service training/education
• Maintain confidentiality of resident/family and dining information
• Respond to all fire alarms and assist in the evacuation of residents when needed
• Cooperate with staff of other departments
• Represent the organization through professional demeanor and attitude
• Provide quality customer service in all interactions with residents, guests and staff
• Supervise dining staff when needed
• Perform other duties as required

• Must have high level of interpersonal skills to handle sensitive and confidential situations while demonstrating poise, tact, and diplomacy
• Must be able to communicate with individuals at all levels of the organization
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software (MS Word, Excel, Access, PowerPoint)
• Excellent verbal and written communication skills
• Requires some analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
• Requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines
• Able to work well with others, including staff, supervisors, residents, families, volunteers and the public
• Basic office equipment to include: PC, printers, copiers, fax, paper shredder, and multi-line telephone…