Food and Beverage Administrative Assistant The Food & Beverage Administrative Assistant supports the Food and Beverage (F&B) Department which includes banquets, private clubs, free standing outlets, and conference services and plays a crucial role in supporting the Banquet Department.
Direct Responsibilities: - Provide administrative support, reporting to the Executive Administrative Assistant for Food and Beverage.
- Monitor budgetary aspects: track expenses, process invoices, maintain financial records.
- Coordinate Food Safety certifications and classes.
- Maintain administrative duties and ensure timely completion.
- Assist and track Banquet projects.
Payroll Related: - Ensure the accuracy of timecards, departmental transfers, and job codes.
- Communicate with Banquet managers for timely payroll processing.
- Maintain and verify contract labor hours and report contract labor hours to vendors.
- Compile and report Banquet gratuities for final payroll processing.
- Publish schedules created by Banquet managers.
Banquet Operations and Processes: - Process and distribute weekly Banquet Event Orders (BEOs) to relevant areas.
- Process daily End of Day reports as needed.
- Maintain communication with staff and the Conference Services team.
- Complete daily billing processes: enter Delphi actuals, prepare Banquet Checks, verify with Banquet Manager, enter data into Infogenesis POS, prepare and distribute billing reconciliation.
- Coordinate amenities, deliver, and maintain inventory.
- Create signage.
Accounts Payable Related: - Process and approve invoices, including contact labor invoices.
- Support storeroom requisitions and invoicing processing.
- Reconcile Pcards.
Additional Tasks/Duties: - Create cart tags and sticker food labels as needed.
- Maintain office supply inventory and place orders.
- Deliver and pick up dry-cleaned uniforms, assist guests with Business Center needs.
- Perform general administrative maintenance, offer lateral assistance, and coordinate annual Thanksgiving To-go reservations.
Working Conditions and Physical Demands: - Work is performed in an office environment; will require some outdoor activity.
- Ability to work under pressure and handle stress.
- Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 lb. without assistance.
- Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
- Stand, sit, or walk for an extended period or for an entire work shift.
- Reach overhead and below the knees, including bending, twisting, pulling, and stooping.
- Remain in stationary position for extended periods of time.
Schedule: Must be able to have flexible work schedule to include weekends, holidays and/or special events as needed.
EOE M/D/F/V