Job Summary
We are seeking a proactive and detail-oriented Food and Beverage Administrative Assistant to join our dynamic team. In this vital role, you will provide comprehensive administrative support to the Food & Beverage Director. Your energetic approach will help maintain efficient office management, facilitate effective communication, and support daily operations. This position offers an exciting opportunity for someone with strong organizational skills, excellent customer service abilities, and a passion for the hospitality industry.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Managing schedules, appointments, and meetings for the Director of Food and Beverage.
- Responsible for answering phones, responding to dining emails, and directing inquiries appropriately.
- Maintaining filing systems, organizing and updating records to ensure easy access and retrieval of information.
- Performing various administrative tasks such as data entry, expense reporting, invoice coding, office tasks and ordering office supplies.
- Coordinating travel arrangements for the Food and Beverage management staff.
- Assisting with document preparation, proofreading, and editing of reports, presentations, and correspondence.
- Acting as a point of contact for vendors, and other external parties to maintain positive relationships.
- Assisting with the coordination of events, tournaments, events, large party reservation, pre-orders. Obtaining pertinent information needed for planning of private events, business, social meetings and other member-related activities.
- Continuously improving administrative processes and procedures to enhance efficiency and productivity within the office.
- Ensuring the office remains clean, organized, and presentable at all times.
- Maintain the office condition and arrange necessary repairs with the facilities department.
- Partner with HR to update and maintain office policies and procedures.
- Liaise with facility management vendors, including cleaning, catering and security services
- Assist the Food & Beverage Director in planning professional development and training activities for staff. In-house or off-site parties, celebrations and conferences.
- Provide general administrative support.
- Ensure that the service staff is TABC and Serve Safe certified.
COMPETENCIES - To perform the job successfully, an individual should demonstrate the following competencies:
- Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
- Dependability - Follows instructions, responds positively to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly: Completes all assigned tasks consistently by issued deadlines.
QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:
Associate's degree (A.A.) or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience. Management experience preferred, Strong wine and cocktail knowledge.
KNOWLEDGE AND SKILLS:
- Operations experience (two years) in food and beverage service and banquet management in a private club or hospitality industry setting.
- Strong communication skills (both written and oral).
- Strong interpersonal and problem-solving skills.
- Proven planning, organizational and leadership skills.
- Computer literacy with proficiency in point of sale and wine inventory software.
- Market and industry knowledge of current and future trends.
LANGUAGE ABILITY:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.
MATH ABILITY:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
COMPUTER SKILLS:
To perform this job successfully, an individual should have knowledge of Word Processing software, and Jonas POS and Timekeeper software. Training is available for the Jonas system.
SUPERVISORY RESPONSIBILITIES:
Supervises up to 15 employees in Dining Room. Is responsible for the overall direction, coordination, and evaluation of this unit. Carries out supervisory responsibilities in accordance with the objectives of The Food and Beverage Director, the organization's policies and applicable laws. Responsibilities include training employees; assigning and directing work; appraising performance; addressing complaints and resolving problems.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually moderate.
PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, feel, talk and hear.
- The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
- The employee must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include Close vision.
Pay: $18.00 - $21.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Work Location: In person
