Food and Beverage Administrative Assistant

Description

POSITION PURPOSE

This is a varied and busy role focused on providing co-ordination and administrative support to the Hotel F&B Operations. The Hotel F&B Admin assists the Hotel F&B Manager & Hotel Executive Chef (or most senior role) to coordinate all different areas of the Hotel F&B Department to guarantee a professional flow of all operations within the department.

ESSENTIAL RESPONSIBILITIES

• Maintain the office on a day-to-day basis.
• Assist the Hotel F&B Department in scheduling meetings, arranging conferences, facilitating internal and external communications, preparing correspondence and reports, and maintaining data, records and files.
• Tracks budgets, expenditures, and project status.
• Develops and implements administrative support systems to improve productivity and operational effectiveness.
• Coordinates daily replacements for all Hotel F&B Department outlet locations as needed and assists in moving labor throughout the day.
• Assist in tracking and scheduling staff, maintaining records and preparing reports.
• Collects data, prepares statistical reports, charts and graphs, presentations, and tracks department performance measures.
• Serves as a point of contact for time clocks for time and attendance reporting, and as a key contact in the event of emergency.
• Communicates, coordinates and facilitates response to Hotel F&B Department operation needs; tracks and follows up as necessary to ensure closure. 
• Maintain office supplies, stationery, forms, keys, tools and facilities equipment (two-way radios, pagers, etc).
• Provides general office support, including copying, faxing, distributing incoming mail and processing outgoing mail.
• Handling customer inquiries.
• Dealing with customer letters/comments/ complaints and being Hotel F&B Department customer liaison.
• Human Resources and Payroll Support by maintaining attendance records, assists in payroll support activities, and provides administrative support for performance reviews and other MC status changes.
• All other duties assigned by manager or supervisor. 

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures.
• Report maintenance problems, safety hazards, accidents, or injuries.
• Perform other reasonable job duties as requested by direct and indirect Supervisors.    

PHYSICAL DEMANDS

• Environmental conditions are both inside and outside, a job is considered inside and outside if the activities occur inside or outside in approximately equal amounts of the time. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to work in extreme temperatures like freezers (-10°F) and kitchens ( 110°F), possible for one (1) hour or more.
• Must be able to stand and exert well-paced mobility for up to four (4) hours in length.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 45 lbs. as needed.
• Must be able to push and pull carts and equipment weighing up to 250 lbs.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.
• Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
• Talking and hearing occur continuously in the process of communicating with other staff, guests, and supervisors.
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write, and understand the primary language used in the workplace.
• Requires good communication skills, both verbal and written.
• Must have excellent customer relations skills.
• Being able to use written and spoken skills to explain tasks and give reasoning and directions effectively. 
• Problem Solving and solutions.
• Management Skills; Costs and Schedules
• Interpersonal skills and the ability to work with a diverse team of assistants, team leaders, cooks, managers, servers, and senior members of the resort management team.
• Time management
• Have a good understanding of inventory management systems.
• Self-Motivated
• Must be detail oriented with outstanding organizational and communication skills.
• Must possess basic computer skills.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
• Self-driven and able to work independently.

EDUCATION

High school or equivalent education required.   

EXPERIENCE

Prior hospitality or restaurant experience preferred.

LICENSES OR CERTIFICATIONS

Food Handler’s based on state requirements.

RBS Certification

GROOMING

All Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards.  Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE

Regular attendance in conformance with the standards which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position.  Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.  Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.  This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.

Qualifications