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Administrator

Scope of Work for Administrator to Manage The Caffeine Experience

Overview

The Caffeine Experience is a social enterprise cafe that aims to provide excellent coffee and a welcoming atmosphere while supporting sustainable practices and community development. As an administrator, your role will be to ensure the smooth operation of the cafe, including all paperwork required for the cafe and the HR scope using the app Roubler.

1 | General Admin

As the administrator, you will be responsible for ensuring that all paperwork is complete and up-to-date. This includes:
Business registration and licensing
Food and safety permits
Tax registration and compliance
Insurance policies and coverage
Employment contracts and agreements
Payroll and tax records
Inventory and purchasing records

1.1 | General Task List

Here is a sample daily task list for an administrator:
1. Check and respond to emails: Start the day by going through your inbox, responding to urgent messages, and prioritising tasks that require immediate attention.
2. Review and update calendar: Check your schedule for the day, make any necessary adjustments, and ensure all appointments and meetings are properly scheduled.
3. Organise and prioritise tasks: Create a to-do list for the day, prioritizing tasks based on urgency and importance. Break down larger tasks into smaller, manageable steps.
4. Attend meetings: Participate in scheduled meetings, take notes, and follow up on action items as needed.
5. Coordinate and schedule appointments: Manage calendars for executives or team members, schedule appointments, and send out meeting invitations.
6. Prepare and distribute documents: Create, edit, and format documents such as reports, presentations, and memos. Distribute them to relevant parties as required.
7. Manage office supplies and inventory: Monitor office supplies, restock as needed, and maintain an organised inventory system.
8. Handle incoming and outgoing correspondence: Sort and distribute mail, draft responses to routine correspondence, and ensure timely delivery of important documents.
9. Assist with travel arrangements: Coordinate travel plans, including booking flights, accommodations, and transportation for executives or team members.
10. Maintain filing systems: Organise and maintain both physical and digital filing systems, ensuring documents are properly labeled and easily accessible.
11. Support team members: Assist colleagues with administrative tasks, provide guidance, and offer support as needed.
12. Update databases and records: Regularly update and maintain databases, ensuring accuracy and completeness of information.
13. Conduct research: Perform research on various topics, compile findings, and present information in a clear and concise manner.
14. Handle ad hoc tasks: Be prepared to handle unexpected tasks or requests that may arise throughout the day, prioritising them accordingly.

2 | HR Scope using Roubler

In addition to managing paperwork, you will also be responsible for the HR scope using the app Roubler. This will include:
Creating and managing employee schedules
Tracking employee time and attendance
Managing employee payroll and benefits
Handling employee onboarding and offboarding
Managing employee performance and training
Ensuring compliance with labor laws and regulations

2.1 | Roubler General Task

Manage Roubler time sheet and scheduling app: Use the Roubler platform to track employee attendance, manage time sheets, and create schedules. Ensure accurate data entry, resolve any discrepancies, and make necessary adjustments to employee schedules.
Monitor employee time and attendance: Regularly review employee time sheets and attendance records in the Roubler app, ensuring accuracy and compliance with company policies. Address any issues or discrepancies promptly.
Generate reports: Utilize the reporting features of the Roubler app to generate various reports related to employee attendance, scheduling, and productivity. Analyze the data and provide insights to management as needed.
Coordinate shift changes and time-off requests: Manage employee requests for shift changes or time off through the Roubler app. Review requests, communicate with employees, and update schedules accordingly.
Train employees on using the Roubler app: Provide training and support to employees on how to use the Roubler app effectively. Address any questions or concerns they may have and ensure they understand how to accurately record their time and access their schedules.
Stay updated on Roubler app features and updates: Keep abreast of any new features, updates, or enhancements to the Roubler app. Attend training sessions or webinars provided by Roubler to maximise your knowledge and proficiency in using the platform.


3 | Daylite Scheduling

3.1 | Calendar Scope using Daylite

21. Manage Daylite calendar: Utilise the Daylite calendar to schedule and coordinate meetings, appointments, and project deadlines. Ensure all team members are aware of their schedules and any changes or updates.
22. Create and assign tasks in Daylite: Use the task management feature in Daylite to create and assign tasks to team members for various projects and sales activities. Set deadlines and priorities to ensure timely completion.
23. Monitor task progress: Regularly review the status of tasks in Daylite, track progress, and follow up with team members to ensure tasks are being completed on time. Provide support or resources as needed to overcome any obstacles.
24. Collaborate on projects: Use Daylite's project management capabilities to create and manage projects. Assign tasks, set milestones, and track progress. Collaborate with team members, share project updates, and ensure projects stay on track.
25. Track sales activities: Utilize Daylite's sales management features to track leads, opportunities, and sales activities. Update contact information, record interactions, and monitor the sales pipeline.
26. Generate reports: Utilize the reporting capabilities of Daylite to generate reports on project progress, task completion, and sales performance. Analyse the data and provide insights to management or team members as needed.
27. Coordinate team meetings: Schedule and coordinate team meetings using the Daylite calendar. Send out meeting invitations, prepare agendas, and ensure all necessary resources are available for the meeting.
28. Integrate Daylite with other tools: Explore and utilise Daylite's integration capabilities with other tools or software used in your organization, such as email clients or project management platforms. Ensure seamless data flow and maximise efficiency.
29. Provide training and support: Offer training and support to team members on how to effectively use Daylite for calendar management, task tracking, and project/sales management. Address any questions or concerns they may have and provide guidance on best practices.
30. Stay updated on Daylite features and updates: Keep up-to-date with any new features, updates, or enhancements to Daylite. Attend training sessions or webinars provided by the Daylite team to enhance your knowledge and proficiency in using the platform.

4 | Conclusion

Your role as an administrator for The Caffeine Experience is vital to the success of the cafe. By managing paperwork and the HR scope using Roubler, you will help ensure that the cafe runs smoothly and efficiently while providing excellent service to our customers.

Scope of Work for Administrator to Manage The Caffeine Experience
Overview
1 | General Admin
1.1 | General Task List
2 | HR Scope using Roubler
2.1 | Roubler General Task
3 | Daylite Scheduling
3.1 | Calendar Scope using Daylite
4 | Conclusion
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