About the Role

Mirror Twin Brewing is looking for a highly organized, detail-obsessed, and dependable Administrative Assistant to help keep the moving parts of our business moving in the same direction.

This is not a traditional sit-at-a-desk-and-wait-for-someone-to-give-you-a-task kind of job. We need someone who notices what needs to be done, follows through, asks smart questions, and takes pride in keeping things accurate, organized, and under control.

You will support leadership across several areas of the business, including brewery operations, FOH operations, purchasing, vendor coordination, invoice management, file organization, data entry, reporting, and on-site location support. One day you may be organizing invoices and updating a purchasing tracker. The next, you may be visiting a location, checking supply levels, picking up an order, cleaning up digital files, or helping leadership close the loop on an important project.

At Mirror Twin, we are serious about doing great work, but we do not take ourselves too seriously. We value people who are real, reliable, curious, and willing to roll up their sleeves. No corporate robots. No unnecessary drama. No pretending you understand something when you do not. Ask the question, find the answer, and help us build a better way of doing things.

Key Responsibilities

Business & Administrative Operations

• Serve as a go-to administrative and operational support resource for ownership, leadership, and location managers, helping manage recurring needs, follow-up items, and special projects.
• Organize and maintain internal processes, recurring tasks, meeting materials, spreadsheets, trackers, summaries, checklists, forms, templates, and standard operating procedures.
• Provide administrative support across brewery, cocktail, food, vendor, event, HR, training, compliance, and general business operations.
• Help track open action items and follow up with the appropriate team members to ensure assignments and deadlines are completed.

Ordering, Replenishment & Vendor Coordination

• Coordinate approved ordering and replenishment for taproom, cocktail, food, cleaning, office, and general operational supplies across company locations.
• Communicate with managers and bar leads regarding inventory levels, upcoming needs, low-stock items, urgent purchases, and order timing.
• Maintain organized vendor lists, pricing records, order guides, purchasing trackers, confirmations, invoices, receipts, packing slips, and delivery documentation.
• Help establish consistent ordering routines while identifying duplicate orders, unnecessary purchases, missing supplies, pricing concerns, and opportunities to improve purchasing efficiency.

Payments, Invoices & Accounts Payable Support

• Collect, review, code, track, and organize invoices for supplies, food, beverage, utilities, subscriptions, repairs, maintenance, and other business expenses.
• Verify invoice accuracy, supporting documentation, required approvals, vendor information, totals, dates, and correct coding by account, department, location, and business area.
• Match invoices to receipts, purchase records, packing slips, delivery confirmations, statements, and approvals, following up with vendors or internal team members when documentation is missing.
• Assist with approved payments, location-level invoice tracking, month-end cleanup, vendor file maintenance, and preparation of invoice summaries or documentation for ownership, accounting, and management.
• Help identify duplicate or missing invoices, uncoded expenses, incorrect charges, incomplete records, and other discrepancies requiring follow-up.

File Management, Data Entry & Reporting

• Organize and maintain digital files within Google Drive and other company systems, ensuring documents are properly named, labeled, stored, archived, and easy to locate.
• Support large documentation and data-entry projects, including scanning, document conversion, file cleanup, record retention, and the organization of contracts, policies, invoices, receipts, forms, and vendor records.
• Update and standardize spreadsheets, invoice logs, vendor lists, purchasing records, inventory-related files, administrative trackers, and business-system data.
• Create basic reports and summaries using Excel, Google Sheets, and other tools, including tracking recurring payments, auto-drafts, subscriptions, vendor charges, contracts, order schedules, and important deadlines.

On-Site Location Support

• Conduct on-site check-ins at Mirror Twin Brewing locations to help leadership monitor cleanliness, organization, supply levels, signage, storage, maintenance needs, operating readiness, and completion of assigned checklists or follow-up items.
• Document and communicate observations, issues, photos, notes, and recommended follow-up actions to managers, ownership, or leadership.
• Support basic operational and quality checks across locations and serve as a boots-on-the-ground resource in Lexington when physical presence is needed.
• Assist with approved errands, pickups, drop-offs, deliveries, document collection, and other location-specific administrative or operational needs.

Required Qualifications

• High school diploma or equivalent required.
• Strong attention to detail, accuracy and organizational skills.
• High level of trustworthiness and confidentiality.
• Comfortable working fully on-site in Lexington, Kentucky.
• Reliable personal transportation and the ability to travel between company locations, run errands, make approved purchases, collect documents, and complete on-site follow-up tasks.
• Comfortable working with digital files, spreadsheets, documents, and shared drives.
• Proficient with Google Drive, Google Docs, Google Sheets, Microsoft Word, Excel, and PowerPoint.
• Ability to learn new systems quickly.
• Ability to follow instructions, checklists, approval processes, and repeatable procedures.
• Comfortable with data entry and administrative project work.
• Good written communication skills.
• Ability to communicate professionally with vendors, managers, and leadership.
• Dependable, proactive, and willing to ask questions when needed.

Preferred Qualifications

• Previous experience in administrative support, office coordination, business operations, purchasing, accounts payable, bookkeeping support, data entry, or clerical work.
• Experience reviewing and organizing invoices, receipts, vendor records, purchase documentation, expense reports, or payment information.
• Experience placing orders, maintaining supply lists, monitoring recurring needs, or coordinating with vendors.
• Experience with accounting, payroll, expense-management, or point-of-sale systems such as Expensify, Toast, QuickBooks, or similar platforms.
• Experience creating custom AI bots, automated workflows, or AI-assisted business tools is strongly preferred.

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of experience do you have, if any, with using Expensify or other AP/AR related systems? Please describe.
• Do you have any experience using Toast POS software as an administrator? If yes, please describe and how many years?
• We submit all new hires through a background check. Are you willing to submit to a background check if offered for the role?
• Describe one way you have used AI, automation, or technology to improve an administrative or business process. Please be specific about the tool and what you created or improved.
• If offered the role, how fast could you start? Please also note any upcoming scheduled vacations we should be aware of.
• What is your salary requirements for this role?

Work Location: In person