HR & Office Assistant

High Spirits Hospitality is the parent company to Liquid Catering, Events at Judson Mill, The 405, Bravo1 Protection, and High Spirits Events. What started as a small bartending company in our owner's garage in 2011 has grown into a thriving business with 40 full-time employees and 100+ part-time employees providing services for over 1,000 events a year. We are driven with the vision of providing exceptional customer service to our clients, as well as embracing a REMARKABLE team culture for our employees.

We are...

Our HR & Office Assistant supports all High Spirits Hospitality businesses by keeping day-to-day HR & financial records accurate, organized, and moving forward. This role handles the regular bookkeeping tasks that help our accounting systems stay clean, including transaction entry, receipt tracking, bill entry, deposits, reconciliations, vendor records, customer records, and financial documentation. It is a strong fit for someone who is detail-oriented, dependable, comfortable with technology, and able to keep up with the pace of several businesses operating at once.

• Accurate, timely coordination of background checks, new-hire paperwork, onboarding records, required acknowledgments, interview scheduling, shared HR and office inboxes, confidential files, document tracking, and day-to-day office support.

• Reliable administrative support for HR and finance workflows, including clear status updates, careful data entry, organized records, and prompt follow-up on missing information across multiple businesses and deadlines.

• Secondary bookkeeping support, including transaction entry and coding, receipt and invoice matching, AP/AR assistance, vendor and customer record maintenance, financial filing, and follow-up on missing financial documents.

• Accurate, timely coordination of background checks, new-hire paperwork, onboarding records, required acknowledgments, interview scheduling, shared HR and office inboxes, confidential files, document tracking, and day-to-day office support.

• Reliable administrative support for HR and finance workflows, including clear status updates, careful data entry, organized records, and prompt follow-up on missing information across multiple businesses and deadlines.

• Secondary bookkeeping support, including transaction entry and coding, receipt and invoice matching, AP/AR assistance, vendor and customer record maintenance, financial filing, and follow-up on missing financial documents.

Human Resources Tasks

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  Process background checks and collect, review for completeness, and route new-hire paperwork for appropriate approval.

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  Coordinate onboarding records, required acknowledgments, interview times, orientation steps, and other scheduled hiring activities.

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  Communicate professionally and promptly with job candidates, assist with job postings, and maintain candidate status updates as directed.

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  Monitor shared HR and office email inboxes; respond within assigned scope and route questions or requests to the appropriate manager.

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  Maintain confidential personnel and applicant files with discretion, accuracy, consistent naming, and appropriate access practices.

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  Track missing documents, licenses, certifications, acknowledgments, renewals, and deadlines; provide timely reminders and status reports.

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  Support employee questions by gathering basic information and routing each matter to the correct manager or leadership contact without making hiring, disciplinary, payroll, legal-compliance, or policy decisions.

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  Set-up and prepare for employee orientations and training.

Accounting & Office Administration

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  Provide general office administration, including filing, data entry, supply coordination, meeting support, incoming and outgoing mail, document preparation, and special projects.

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  Provide secondary bookkeeping support by entering and coding transactions in Quickbooks, matching receipts and invoices, assisting with accounts payable and accounts receivable tasks.

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  Resolve missing receipts, unclear charges, invoice questions, event billing issues, payroll questions, vendor discrepancies, and other financial follow-up items.

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  Use Microsoft Office and applicable HR and accounting systems to maintain accurate records, trackers, correspondence, and reports.

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  Run errands, including bank and post office runs.

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  Provide support with business and government licensing and registration tasks, such as registering vehicles, completing business license application, etc.

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  Perform other accounting, bookkeeping, administrative, reporting, or special project duties as assigned based on business needs.

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  Periodically work events in a support capacity.

• Take ownership of assigned work, follow through on commitments, and communicate proactively when support or clarification is needed.

• Represent High Spirits Hospitality with professionalism and reflect our brand values in your work, communication, decision-making, and service to others.

• Communicate quickly and professionally with clients, guests, teammates, vendors, and partners, recognizing that some work-related communication may occur after hours due to the event-based nature of our business.

• Handle client, vendor, and employee concerns with professionalism, sound judgment, and timely escalation when needed.

• Support a positive, inclusive, and accountable work environment that aligns with our company culture and standards.

• Be dependable, solutions-focused, and adaptable as business needs, priorities, and event conditions change.

• Use company technology, communication platforms, and digital systems consistently, accurately, and responsibly to complete your work and stay informed.

• Submit digital documents, reports, checklists, receipts, and other required records accurately and on time.

• Attend required company meetings, trainings, and check-ins as scheduled, and come prepared to actively participate.

• Stay well-versed in company offerings, policies, safety standards, and service expectations, and follow updates as they are communicated.

• Handle company, client, and employee information with professionalism, discretion, and appropriate confidentiality.

• Follow all applicable laws, licensing requirements, and company procedures related to your work, including safety, sanitation, alcohol service, and workplace conduct standards.

• Use company property, equipment, and workspaces responsibly and help maintain them in clean, organized, working condition.

• Support alcohol service or alcohol-related event duties as needed, in accordance with company policy and applicable law.

• Maintain a professional appearance and present yourself in a way that reflects our hospitality standards and brand.

• Perform other duties and support additional shifts or assignments as needed based on business needs.

• Candidates and new hires receive timely, professional communication and clearly scheduled next steps.

• Background checks, onboarding documents, acknowledgments, licenses, certifications, and deadlines are tracked accurately, with missing items followed up promptly.

• Shared inboxes, personnel and applicant files, office records, and financial support documents remain organized, current, confidential, and easy for authorized team members to use.

• Managers, HR, finance, and leadership receive responsive support, reliable status updates, and appropriately routed questions without delays or overstepping decision authority.

• Routine office and bookkeeping-support tasks are completed accurately across multiple businesses, even when priorities and deadlines overlap.

This is a full-time, primarily business-hours office role. The regular schedule is centered on standard weekday office coverage, with dependable availability during core business hours. We are able to offer slightly flexible hours if the right candidate has family obligations that we are able to accommodate. Frequent schedule adjustments may be needed to support orientations, events, and other company functions. This is an in-person position.