Food & Beverage Administrative Assistant

SUMMARY:

The Food and Beverage Administrative Assistant is responsible for the facilitation of all administrative duties including but not limited to new hire processing, meeting planning and recording, drafting of purchase request forms, issuance of departmental pay roll, directly assisting with data analysis as per direction of the director and communicating to all Santa Clara Development Corporation (hereafter named SCDC) the needs of the department.

The administrative assistant will be responsible for the posting and monitoring the weekly staff schedule in accordance with budgetary guidelines established by the Food and Beverage Director. Additionally, the administrative assistant will be expected to interact, on a constant basis with the entirety of the departmental staff to ensure their needs are addressed in a timely fashion by communicating to the member of management that it pertains to. The administrative assistant is responsible for gathering all reports generated, tracking daily, weekly and monthly revenues, trends, labor, comps and others as assigned by the director.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to the following:

• Use of effective time management techniques to ensure all files are in order, desired reports are gathered, all licensing and certifications are current and up to date, all staff have attended required training as directed by the Human Resources Department.
• Gathers variance reports, weekly management reports, comp reports and other reports deemed necessary.
• Coordinates interviews, new hire processing and training of all staff in co-ordinance with the respective member of management.
• Provides ongoing communication with all exempt and non-exempt staff as to upcoming meetings, events and promotions.
• Schedule and coordinates staff and other meetings.
• Coordinates ADP trainings with Human Resources.
• Thoroughly record any necessary notes, ideas or policy changes as directed or deemed necessary by the director.
• Adheres to the administered controls for all phases of the Hospitality entities in an economical and profitable manner while maintaining established standards.
• Ensures timely posting of all labor schedules.
• Enters all food and beverage orders provided by management.
• Enters and submits monthly inventories.
• Other duties assigned by the Food and Beverage Director, Human Resources and all members of SCDC leadership.

EDUCATION and/or EXPERIENCE:

• High School Diploma or equivalent.
• Associate degree in business preferred but not required.
• One year of previous administrative experience, preferably in the food & beverage industry.

SPECIAL QUALIFICATION:

Listed below are qualification requirements, skills, knowledge and ability to successfully perform job satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Must possess excellent communication skills, be highly organized, detail oriented and maintain the highest level of confidentiality within the department and the company. Must be computer-literate, with appropriate software.
• Bi-lingual is preferred.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret documents, such as safety rules, maintenance manuals, and policies and procedures.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an Employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the Employee is regularly required to use hands to fingers, handle, or feel objects, reach with hands and arms; and talk or hear. The Employee frequently is required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

• Able to bend at the waist and lift items up to 50 lbs. to waist level.
• Able to move items up to 50 lbs. for distances of up to 25 feet.
• Able to remain standing and active for an 8–12-hour shift.
• Able to hear, understand, and respond to questions and requests in a loud environment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

Exposure to secondhand cigarette smoke.

Occasionally exposed to biohazard waste.

Fast paced environment and exposure to extreme heats.

Exposure to cleaning chemicals.

Exposure to seafood, eggs and other potential food allergens.

CONTACT:

• Face-to-face/in person: High level of interaction with other employees and guests.
• Telephone interaction: High level of interaction with employees and guests.