Bakery Office Admin

Located on Madison Avenue in NYC’s Upper East Side, the Birley Bakery is the newest opening from entrepreneur Robin Birley. Birley Bakery brings a warm and welcoming environment, inspired by the classic concept of Boulangerie-Patisserie.

We are looking for a proactive, organized, and hands-on Pastry Shop Administrator to support the successful launch and ongoing operations of the bakery. This is a unique opportunity to be part of an exciting new venture from day one, helping to shape systems and processes that will be key to the bakery’s success.
You will work closely with the Bakery Shop Manager and wider team to establish smooth operational procedures, support customer service, and ensure the bakery runs efficiently in a fast-paced environment. This role is office based, 5 days a week and requires excellent communication, strong administrative skills, and the flexibility to adapt as the business grows.

COMPENSATION AND BENEFITS

• Comprehensive benefits plan, including medical, dental, vision and life insurance.
• Generous paid time off programs (vacation and personal days).
• 401k retirement savings plan with company match.
• Pre-tax commuter benefits.
• Work life and wellness benefit platform.
• Discount program offering Retail, Restaurants & Activities discounts.
• Freshly prepared Staff Meal whilst on duty.
• & more!

ESSENTIAL DUTIES & RESPONSIBILITIES

• Support the setup of administrative and operational systems during the launch phase.
• Respond to customer enquiries and take orders via email and phone, ensuring a high standard of customer service.
• Liaise with internal stakeholders to ensure accurate and timely fulfilment of customer orders.
• Produce and maintain the daily production list.
• Set up and manage the till and EPOS system (Tevalis).
• Create and update bakery documentation including systems of work, training notes, and operational guides.
• Maintain and update Health & Safety records, and assist in training staff on procedures and compliance.
• Enter bakery data into internal systems and assist with reporting and tracking.
• Manage stock transfers between bakery sites using Tevalis.
• Input supplier invoices into internal systems and support with credit card reconciliation.
• Assist with the payroll management for our Bronx production facility.
• Generate Excel reports including charts, tables, lookups, and data visualizations to support business needs.
• To ensure that working practices are followed to ensure that food safety law is complied with as set by the company and the governmental departments.
• Allocating/transferring items to the right sites via Tevalis (shops/kitchen/clubs).
• Reviewing and updating website products and Deliveroo products (ingredients, allergens, etc.).
• Updating all shop credit card expenses for finance.
• Assisting with other admin tasks as needed (such as updating/uploading checklists – rotas – etc).
• To comply with the rules and regulations and terms of your employment as set by the company.
• To comply with any reasonable request or instruction as required by your line managers, which would form part of your normal working duties.
• To attend training courses as required.

MINIMUM QUALIFICATIONS (EDUCATION, EXPERIENCE, SKILLS)

• Previous experience in administration, preferably within a hospitality or retail environment.
• Willingness to learn new systems and adapt to a developing business.
• Experience with EPOS systems (e.g. Tevalis) is a plus.
• Good level of English.
• Friendly, approachable, and professional.
• Proficiency in Microsoft Office, especially Excel (formulas, charts, lookups, etc.) and Word.
• Excellent communication and interpersonal skills.
• Excellent time management skills with ability to multi-task, prioritize and organize.
• Capability of daily business management
• Assisting colleagues in tasks necessary for smooth business operation.
• A passion for the hospitality service.
• Experience in high-end luxury environment providing exceptional and memorable service experience.
• Welcoming and positive attitude with ethics which support our values and culture.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Ability to be flexible with job demands and open-minded when being asked to complete tasks. 
• Ability to operate and use all equipment necessary.
• Ability to operate with grace under pressure. 
• Ability to work varied hours/days as business dictates. 
• Ability to stand for up to 8-10 hours a day. 

EEO STATEMENT                                      

Maxime’s is proud to be an Equal Opportunity Employer.  We do not discriminate on the basis race, color, creed, religion, gender (including gender identity and expression), sexual orientation, marital status, pregnancy, childbirth or related condition, sexual and reproductive health decisions, ancestry, national origin, citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, status as a victim of domestic violence, sexual violence, or stalking, or any other legally protected status.