Food & Beverage Administrative Assistant

Summary: To administratively assist the Food and Beverage Directors and FB managers in maintaining a well organized office operation as it effects the department.

Responsibilities:

Provide support to Outlet, Culinary, Banquet and Executive leadership throughout hotel

Answers office phone greeting internal and external guest.

Check voicemails, e-mails and faxes and follow up accordingly.

Process mail for Food and Beverage Director and Managers.

Run various reports and analyze data as assigned.

Track and maintain active TABC certifications.

Support the management of payroll, to include entering schedules and managing time edits

Create communication materials to enhance and promote operation and hotel events, information and goals

Understand Medallia and support departments in meeting Medallia goals.

Attend department meetings, offering suggestions that enhance hotel food beverage operations

Manage assignments from multiple managers, prioritizing requests according to hotel needs

Answer associate questions and respond to associate concerns, listening effectively and relaying information to appropriate management for timely follow up.

Order and maintain office supplies.

Fax copy and distribute as needed.

Compose and type correspondence for FB Director as needed.

Process AP invoices for different vendors.

Coordinate and sign up new FB employees for serve-safe certification.

Pro-active in gaining knowledge and skills in technological and educational advances for the continued development and advancement applicable to the company/department and staff.

Job Requirements

Minimum one year administrative support experience required, preferably in a high volume hotel. Strong understanding of hotel food and beverage operations preferred. Relevant food and beverage experience in lieu of administrative experience will also be considered.

Experience with scheduling, payroll, menu design, restaurant/banquet event orders, general restaurant and banquet operations preferred.

Ability to deal effectively with employee concerns in a friendly and positive manner. This involves listening to the nature of the concern, demonstrating empathy with external and internal customer and providing positive and proactive solutions.

Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone

Ability to work cohesively with co-workers both within and outside of your department

Ability to work well under pressure, dealing with many associate and guest requests/questions within a short period of time

Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment. Ability to prioritize and organize workload to ensure deadlines are met.

Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary

Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.

Customer service oriented with a desire to create memorable guest experiences.

Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines.

Ability to input and retrieve information using a moderately complex computer system, with a strong working knowledge of MS Office applications (Word, Excel, etc.).

Basic mathematical and calculator skills needed to prepare mathematical calculations without error.

Ability to lift, bend, stoop, walk, push/pull to retrieve and re-file various binders and files at levels up to 6 feet high and stand/sit or walk for extended periods of time.

Must be able to work a flexible Monday-Friday schedule with weekends and holidays as needed

Job Type

Full-time

Job Classification

Hourly

Category

Administrative/Clerical, Food & Beverage