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TYPE OF WORK
Full Time
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SALARY
6.50
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HOURS PER WEEK
35
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DATE UPDATED
Jul 20, 2026
About the Role
We're looking for a detail-oriented Virtual Assistant to support the back-office operations of our Firehouse Subs restaurant. You'll help keep the business running smoothly by managing scheduling, reporting, asset/work order tracking, expense reconciliation, and manager and client follow-up calls — freeing up the owner/manager to focus on in-store operations. No prior experience with our specific software (R365, Ecotrak) is required — we provide training. What matters most is that you're organized, a fast learner, and comfortable on the phone.
What You'll Do
? Manage employee scheduling, shift swaps, and time-off requests in R365 (training provided)
? Pull and organize sales, labor, and food cost reports from R365
? Reconcile credit card expenses against receipts/invoices; flag discrepancies or missing documentation
? Send coded, reconciled invoices to the bookkeeper on a set schedule
? Manage equipment assets and work orders in Ecotrak (training provided); coordinate vendor repair visits
? Call store managers to follow up on health/safety inspection results and document corrective actions
? Call catering clients for order confirmations, follow-ups, and post-event satisfaction checks
? Manage social media posting
? Monitor and respond to online reviews (Google, Yelp) professionally
? Handle email correspondence with vendors and suppliers
? Support online ordering platform management (uploading specials, checking for order issues)
? Other ad hoc administrative tasks as needed
What We're Looking For
? Strong written and spoken English (a short phone screen is part of our interview process)
? No R365 or Ecotrak experience required — just a fast learner who's comfortable picking up new software
? Prior experience with restaurant/scheduling/POS or accounting tools (Toast, HotSchedules, Sling, QuickBooks) is a plus but not required
? Basic bookkeeping or reconciliation experience — comfortable matching receipts to transactions and spotting discrepancies
? Comfortable making outbound calls to both internal managers and external clients, and holding a polite, professional line when following up on incomplete tasks
? Highly organized and self-directed — this role touches multiple systems and requires minimal supervision
? Trustworthy with sensitive financial and business data
? Bonus: prior multi-unit restaurant admin experience, Canva or basic graphic design skills, food safety/kitchen terminology familiarity
Tools You'll Use
? Restaurant365 (R365) — scheduling, reporting, light bookkeeping
? Ecotrak — asset tracking and work order management
? Phone/VoIP system — for manager and catering client calls
? Social media platforms and online review sites
? Online ordering platform
? Email and Google Workspace or Microsoft Office
How to Apply
Please include the following with your application:
? A short introduction (written) telling us about your VA or admin experience
? A voice note or availability for a quick phone screen
? Your available hours and timezone
? Any relevant experience with R365, Ecotrak, QuickBooks, or similar tools
