Administrative Assistant

Job Overview: As the Food and Beverage Administrator at the Quarry, you'll be responsible for the day-to-day administrative operations of the Food and Beverage (F&B) department and Events Department. This role involves managing communication, scheduling, invoicing, and assisting with various projects to ensure smooth and efficient execution of dining services, events, communication and club activities. The Administrator works closely with the F&B Director, Events Director and culinary team to maintain the high standards of service that The Quarry Beach Club is known for. Your Responsibilities: Administrative Support: Provide administrative assistance to the F&B Director and Lifestyle & Events Director including handling correspondence, scheduling meetings, managing calendars, and ensuring timely responses to inquiries. Event Coordination: Working with the Events Director with assisting in organizing and tracking details for club events, including menus, logistics, and coordination between the culinary and service teams. Communication Management: Serve as the point of contact for F&B-related inquiries from members, staff, and vendors. Ensure effective communication between the F&B department and other departments within the club. Inventory & Purchasing Support: Monitor inventory levels and assist in placing orders for food, beverages, and supplies. Coordinate with vendors for deliveries and invoicing, ensuring timely payments and proper documentation. Data Entry & Reporting: Manage and maintain records for expenses, inventory, and event costs. Assist with preparing reports for F&B performance, budgets, and financial analysis as directed by the F&B Director. Scheduling & Staffing: Assist in maintaining staff schedules, ensuring adequate coverage for dining services and events. Track attendance, prepare timesheets, and coordinate with Human Resources for payroll and staffing needs. Menu Management: Assist in creating, formatting, and updating menus for dining rooms, special events, and other F&B offerings. Compliance & Licensing: Ensure that the club complies with local, state, and federal regulations related to food and beverage service, including health and safety standards, alcohol service, and vendor licensing. Member Relations: Respond to member inquiries, requests, and complaints related to the F&B services or events. Project Support: Assist in special projects as assigned by the F&B Director & Events Director, including ideas, new service initiatives, and training programs. Any other tasks assigned by the General Manager Skills & Qualifications: Minimum of 2 years of experience in an administrative role, preferably within the hospitality or food and beverage industry. Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite and familiarity with Jonas or similar club management software. Ability to work in a fast-paced environment, handle multiple tasks, and meet deadlines. A positive and professional demeanor, with a strong focus on customer service. Take initiative and follow up accordingly. Strong skills in professional email and telephone communication. Microsoft, Publisher, PowerPoint, Jonas and Canva Proficient. Physical Requirements: Physical demands include ability to lift up to 25 lbs. Standing, sitting, walking and occasional climbing. Required to work at a personal computer for extended periods of time. Talking on the phone for extended periods of time. Ability to detect auditory and/or visual emergency alarms. Ability to work extended/flexible hours, weekend, and attend Board meetings as required. Driving when necessary. Supervisory Responsibilities No supervisory responsibilities Additional Information Schedule: Monday-Friday 8:00am - 4:30pm occasional weekends What We Offer: As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions. Compensation: $23.00 - $25.00 per hour Disclaimer Statement This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.