The Catering and Food and Beverage Administrative Assistant provides administrative and operational support to the catering and Food and Beverage Departments, helping to ensure events, food service operations and client communications run efficiently. This role assists with event coordination, client communications, scheduling, invoicing, ordering, menu updating and departmental reporting while ensuring exceptional customer service and efficient day-to-day operations.
Key Responsibilities:
- Provides Administrative support to both the Catering and Food and Beverage Team leaders.
- Answers phone calls, emails and inquiries from clients, vendors and internal departments.
- Prepares catering files, proposals, BEOs, contracts, group resumes and other related documents for the Catering team.
- Works with the Director of Food and Beverage on the 10-day forecast and distribution each week.
- Coordinates and executes in-house meetings for all departments, which includes planning and BEO creation and distribution. Follows up and ensures meeting rooms are set to specifications.
- Process invoices, purchase orders and amazon orders.
- Orders office supplies for both teams.
- Prepare reports at end of month for the Executive Chef, Director of F+B and AGM.
- Provides excellent customer service to both internal and external clients.
- Performs other administrative duties as assigned.
- Answers emails and phone calls for other team members within the department.
- Printing daily reports and compiling weekly, monthly and annual reports and documents when required.
- Assistance with ordering and end of month reconciliation when required.
- Basic knowledge of various package handling, i.e. UPS, FEDEX, etc.
- Basic knowledge of computer printers, photocopiers, Postage machine.
- Ability to draft effective, grammatically correct correspondence.
- All other duties as assigned
Education:
- High school diploma or GED equivalent required; associates or bachelors degree in Hospitality Management, Business Administration or a related field preferred.
Experience:
- 1-2 years experience in administrative position preferred and/or within the food and beverage or hospitality workforce.
Skills and Abilities:
- Basic administrative knowledge such as email and telephone etiquette.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook and Powerpoint.
- Previous Delphi knowledge preferred.
- Canva and blotter printing knowledge preferred.
- Strong organizational and time management skills required.
- bility to adapt to changing priorities in a fast-paced environment.
- Strong attention to detail and problem-solving abilities.
- Professional appearance and team focused attitude.
- Excellent verbal and written communication skills.
- Ability to read, write and speak the English language, using excellent grammar and communication skills.
Travel required: Within the Resort, operating resort vehicle or personal vehicle to move from Lodge to Clubhouses when needed.
Hours Required: Flexible days and time base on business need. Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the Resort. Typical schedule would be Monday to Friday 9am to 5pm with a 30-minute break, however, evenings and weekends are sometimes required with advance notice.