Administrative assistant

Overview

Assistant supports the Food and Beverage (F&B) department by performing various administrative and operational tasks. This role involves managing schedules, maintaining records, coordinating events, and ensuring effective communication within the department and with external partners.

The assistant will handle inventory management, financial tasks, staff coordination, and customer service, ensuring that the F&B operations run smoothly and efficiently.

The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

This position is crucial for maintaining high standards of service and operational excellence within the Food and Beverage department.

Responsibilities

Provide administrative services to Food and Beverage Managers and Culinary operations.Provide accurate verbal and written translation as and when needed in dealing with various situations with Associates, Guests, and with menu design, and printing for all outlets and banquets.

Arrange appointments and meetings for the Food and Beverage Managers and record in with scheduling and coordinating staff with onboarding new staff and ensuring they have the necessary resources and training.

Reconciliation of Daily Luau Revenue for billing and tips allocation.Utilize accounting system for creating PO, Ordering, Receiving, Closing PO.

Inventory items in coordinating the screening of all applicants for employment.Coordinate incoming and outgoing mail (including express services).

Monitor budget and expenditure to ensure financial controls are in place.Reconcile accounts and resolve discrepancies as needed.

Positive attitudeGood communication skills both oral and written.Commitment to delivering high levels of customer serviceExcellent grooming standardsFlexibility to respond to a range of different work situationsAble to work all shifts if needed to include nights, weekends, holidaysAbility to work under pressure with attention to detailsProficient with many computer programs such as MS Outlook, WordAbility to work on your own or in teamsCoordinate meetings, take minutes, and distribute them to relevant guest inquiries and concerns, escalating them to the appropriate personnel as software and systems for reservations, billing, and inventory management.

Troubleshoot minor technical issues and coordinate with IT support when necessary.Maintain knowledge of current software and systems used within the in planning and organizing events, and special to ensure all Restaurant Event Orders, Amenity Requests, and Personnel records are maintained accurately and secure.

Prepare event documentation, including menus, seating arrangements, and schedules.Maintain the cleanliness and organization of the Food & Beverage office : Perform other duties as assigned by the Director of Food & maintain strictest confidentiality on all matters

Qualifications

• High School diploma or equivalent required and / or experience in a hotel or a related field preferred.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• Computer knowledge / skills required.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.

Last updated : 2024-07-06