Food & Beverage Administrative Assistant FT

Reports to:

Director of Food & Beverage

Job Summary:

The Food and Beverage Administrative Assistant's duties include but are not limited to billing documentation, organization of Food and Beverage Director's calendar; meeting scheduling; maintenance documentation; purchase requests, invoice handling and vendor billing processes; file maintenance; and communication with the shift leadership

Essential Functions:

• Ensure compliance with the applicable Tribal, Federal and other laws, gaming regulations, and Kickapoo Lucky Eagle policies and procedures.
• Ensure the highest possible standards of guest services by properly listening to and responding to guest and team members concerns and questions.
• Provide administrative support to the Director of Food & Beverage.
• Manage information, files, communication, financial records, office supplies, office calendar, clerical duties, and administrative budget.
• Coordinate meetings, record meeting actions, and distribute meeting minutes to appropriate.
• Answer and direct incoming calls to appropriate F&B team members, and must be able to use the walkie-talkie.
• Responsible for accurate and timely preparation and processing of all financial documents, including expense reports, check requests, and purchase orders.
• Prepare and process all HR related paperwork, including Personnel Action Forms, Requisitions, etc.
• Prepare and process PTO requests.
• Facilitate communication in the form of memos, and disseminate information to appropriate F&B team members.
• Maintain office systems and database, which includes shared files, while adhering to confidentiality policy.
• Document monthly data on expenses made by F&B Department.
• Demonstrate and promote KLECH core values.
• Manage and maintain security of confidential information entrusted to position.
• Attend and satisfactorily complete all required training as assigned.
• Monitor compliance with Anti-Money Laundering policies:SAR, as needed.
• The essential functions listed above are not an all-inclusive list, but rather a general representation of the duties and responsibilities pertinent to this position. The duties and responsibilities will be subject to change based on organizational needs and/or as deemed necessary by the Director.
• Perform other duties as assigned.

Minimum Requirements to Qualifications:

• Must have High School Diploma or GED.
• Five (5) years of office administrative experience with proven results in meeting the demands of a busy, multi-tasking environment.
• Discretion and confidentiality as well as handling sensitive information.
• Strong communication skills in English, both written and oral. Ability to communicate effectively with guests, team members, and management. Spanish or other language skills a plus.
• Advanced knowledge of PC Software including Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Outlook required, including the ability to prepare complex Excel spreadsheets.
• Professional demeanor and appearance.

Other Criteria:

Qualified Kickapoo Traditional Tribe of Texas Members and qualified Native American preference is observed.

Skills and Abilities:

• Ability to work independently with minimal supervision, and actively demonstrate problem-solving skills.
• Ability to maintain effective relationships with all team members.
• Ability to work under pressure in a fast paced, stressful environment.
• Ability to meet multiple deadlines and multi-task.
• Ability to proof-read and edit all F&B related documents.
• Ability to have strong critical thinking, analytical, and guest service skills.
• Must possess a positive attitude with strong organizational qualities.
• Ability to add, subtract, multiply, and divide in all units of measure.
• Ability to define problems, collect data, establish facts, and draw conclusions.
• Ability to understand complex instructions and material.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with team members of all levels.
• Ability to work effectively with individuals and demonstrate teamwork.
• Ability to maintain confidentiality.
• Ability to follow and comply with established KLECH guest service programs.

Physical Demands:

• While performing the duties of this position, the team member is regularly required to stand, sit, walk, push, pull, bend for extended periods; reach with hands and arms; talk and listen on a regular basis.
• The team member must be able to concentrate for prolonged periods.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.
• The team member must be able to communicate effectively in person or using telecommunications equipment.
• The team member must have the hand-eye coordination and manual dexterity to operate a keyboard, touch-screen display, telephone, and calculator.
• Occasionally lift and/or move up to 25 lbs.

Work Environment:

• Normal office setting, back of the house and casino floor.
• Frequent walking and standing, and frequent contact with the public.
• May be exposed to cigarette smoke.
• Temperature controlled environment with varying noise levels. May be exposed to high levels of noise throughout the day.
• Extended hours and irregular shifts may be required including nights, weekends, and holidays.
• Must be able to perform under pressure and work long hours under stressful conditions.
• May be exposed to the risks associated with attempting to resolve issues with difficult guests and team members.
• May be exposed to various types of lighting including, but not limited to, artificial fluorescent lights, flashing lights, strobe lights, multiple-colored lights, etc.
• Travel may be required to perform one or more essential functions of this position.

Conditions of Employment:

• Must be able to obtain and retain a KTTT Gaming Commission License, including successful completion of background check necessary to obtain and maintain Gaming License. Responsible to always keep all documents current and valid.
• Must be able to provide authorization to work in the United States.
• Must be at least 18 years of age.
• Must have access to reliable transportation to commute to and from work.
• Must comply with KLECH handbook, internal policy and procedures, and gaming regulations set within KLECH.