Food and Beverage Administrative Assistant

Kickstart your professional voyage as a Food and Beverage Administrative Assistant at Exploria Resorts! This position allows you to dive into a multifaceted work environment, mastering various skills while working alongside a team that values your contribution. Apply now to join our team!

What does Exploria Resorts have to offer? Serving the vacation ownership and hospitality industry for over 25 years, Exploria Resorts offers full-time employees competitive benefits including Health insurance with HSA and FSA options, Dental Insurance, Vision Insurance, Life/AD&D insurance, Short – Long- Term Disability coverage, 401(k), PTO, Paid Holidays, Employee Referral Program, Employee and Family Discounts, growth opportunities, and more!

Food and Beverage Administrative Assistant

Full Time

Pay Rate: $20.00/Hour

Monday – Friday 8:00 AM – 4:00 PM

Location: Summer Bay Orlando by Exploria Resorts

Job Summary:

The Food and Beverage Administrative Assistant will report directly to the Food and Beverage Director. role aids the Food & Beverage Director and Managers by completing administrative tasks in a timely and accurate manner. Providing support with skill and professionalism, this role will include a wide variety of administrative functions. In addition to maintaining our vision by adhering to our values, this position must provide the highest level of service to our guests.

Responsibilities and Duties:

• Perform clerical duties such as typing, filing, copying, emailing, answering, and responding to telephone calls and messages, as well as coordinate, schedule and make appointments.
• Coordinate, arrange, attend, and participate in assigned meetings including preparing agendas, reserving and preparing meeting locations, and recording and transcribing minutes as requested.
• Assist and help coordinate and document monthly inventory in outlets.
• Manage all purchasing information; invoices, contracts, and company credit card receipts ensuring accurate record keeping and timely submittal of documentation and (expense) reports to finance.
• Submit and follow through with maintenance requests.
• Arrange for office equipment maintenance or technical support.
• Create and maintain an up-to-date electronic and physical file system.
• Purchase and maintain supplies and ensure that the department is adequately stocked.
• Coordinate and maintain vendor and supplier information.
• Assist in menu design and production for weekly, seasonal, and annual features for all outlets; create and post appropriate signage for events.
• Submit and follow through with maintenance requests.
• Arrange for office equipment maintenance or technical support.
• Support the F&B department with time management, data gathering, and communication for the execution of projects or events.
• Manage the cashier backup in the safe and any petty cash supply for Food & Beverage needs
• Keep F&B bulletin boards and employee breakroom tidy and up to date Purchasing.
• Assist with employee time tracking system including ensuring up-to-date employee schedules are entered into the system, making approved punch-in/out corrections, reminding employees to complete time sheet verifications, and gathering time off submittals for approval.
• Assist in recruiting: schedule interviews and coordinate timing and info for employee onboarding.
• Manage employee training schedule; document and file completed training and certifications.
• Complete and file all necessary change of status forms for F&B; keep employee information up to date in an Excel spreadsheet.
• Distribute Event Requests from all other departments and act as the liaison between F&B and other departments on special food or set up requirements for events, meetings, or parties.
• Assist in planning and implementing Food& Beverage training and SOP materials.
• Create and maintain files on contracts for event records (menus, sets ups, AV requests, and correspondence for each event; build historical files for repeat customers or similar events
• Create, post, and keep up-to-date outlet and event calendar.
• Follow up on customer concerns and situations; research any discrepancies and assist in complaint resolution.
• Perform other duties as assigned by the Director of Food & Beverage

Qualifications and Skills:

• 2-5 Years of Clerical or Office Management Experience is preferred.
• A High School Diploma or equivalent is required.
• Associate degree (AA) or equivalent preferred.
• Prior experience in the Food and Beverage industry is preferred.
• Demonstrated competence with Windows-based software including Microsoft Office, Word, Outlook, PowerPoint, OneNote, and Excel as well as POS, timekeeping systems, and hotel management systems.
• Ability to spot and resolve problems efficiently.
• Excellent organizational and multi-tasking skills.
• Ability to maintain confidentiality of sensitive materials and information.

Required Competencies:

• Excellent written and verbal communication skills, verbally and in writing.
• Knowledge of basic office equipment.

Physical Demands:

• Ability to sit for long periods.
• Occasionally walking and standing.
• Ability to understand and carry out verbal and written instructions.

Sign up to join our mailing list and hear about future opportunities:

Exploria Resorts Recruitment Form