Administrative Assistant I - Food Service

Lanakila Pacific provides programs and services that help individuals with cognitive, physical, social, or age-related challenges build independence and improve quality of life. Lanakila Kitchen, a mission-driven social enterprise, offers food service operations—including contract and catering services, the Hickam Hale Aina Dining Facility, and related food programs—that create meaningful employment and training opportunities for individuals with disabilities.

POSITION OVERVIEW:

The Food Service Administrative Assistant supports daily food service operations by managing customer communication, data entry, production records, and internal documentation. The role requires strong customer service, accurate record-keeping, and coordination of catering requests. The position upholds organizational values and service standards.

BENEFITS:

We offer a comprehensive benefits package designed to support your health, wellbeing, and work–life balance, including:

• Health Insurance (medical, vision, and dental)
• Temporary Disability Insurance (TDI)
• Flexible Spending Accounts (FSA)
• 401(k) Retirement Plan
• Paid Vacation and Sick Leave
• 11 Paid Holidays
• Lifestyle Benefits (employee wellness and support programs)
• Additional organizational perks and employee support programs.

MINIMUM QUALIFICATIONS:

Required

• High school diploma or equivalent.
• 2–3 years of related work experience.
• TB clearance, criminal background check, drug test, CPS/APS check.

Preferred

• Experience in food service, customer service, or training programs.
• Valid driver’s license and clean abstract.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Position-Specific Duties

• Answer phones and provide professional assistance to staff, clients, and external customers.
• Prepare and distribute delivery information; collaborate with drivers to resolve issues.
• Collect, organize, and route documentation from drivers to appropriate departments.
• Respond promptly to catering inquiries; collaborate with the Senior Food Service Administrator to confirm order feasibility.
• Disseminate daily and monthly menus.
• Work with customers to gather meal counts and special dietary requirements.
• Prepare daily production records and communicate meal information to Kitchen staff.
• Prepare, distribute, and enter customer sales information; generate and submit catering invoices.
• Work directly with contracted and non‑contracted customers.
• Model professional behavior for trainees.
• Communicate clearly in both oral and written formats.
• Assist supervisors with workplace injury reporting and associated procedures.

Other Duties

• Follow safety procedures and use required protective gear.
• Comply with work rules, policies, and standards of conduct.
• Perform additional duties as assigned.
• Complete mandatory training.
• Handle confidential information appropriately.

EQUIPMENT USE:

• Intermediate–advanced skill in MS Word, Excel, Outlook, databases.
• Use of standard office equipment (copier, fax, cash register, 10‑key).
• May operate company vehicle.

WORKING CONDITIONS & HOURS:

• Schedule: Monday–Friday, 6:00 a.m.–2:00 p.m. (hours may vary). May require work outside normal hours, including weekends and holidays.
• Fast-paced environment; work with diverse groups and occasionally difficult situations.
• Work occurs in office, kitchen, outdoor areas, and other program sites as needed.
• Exposure to heat, steam, noise, wet floors, cleaning equipment, walk‑in refrigerators/freezers, and outdoor weather conditions.

MENTAL DEMANDS:

• Ability to work with difficult situations and remain calm.
• Strong planning, organization, multitasking, and judgment.
• Ability to work independently under deadlines and maintain productive working relationships.

PHYSICAL DEMANDS:

• Frequent: standing, walking, sitting, stooping/kneeling/crouching, handling/pushing/pulling, feeling, seeing, color vision, talking, hearing, tasting.
• Occasional: climbing, balancing, lifting 26–50 lbs, travel.
• Rare: lifting over 50 lbs, night vision.