Supports the daily operations of the Food & Beverage (F&B) Department by providing administrative, clerical, and coordination support. This role directly supports the Director of Food & Beverage, and indirectly supports the Assistant Director of F&B, outlet managers, and culinary leadership to ensure efficient departmental communication, accurate document management, and smooth execution of projects, meetings, and operational tasks. The Administrative Assistant serves as a key liaison between the department, other hotel divisions, vendors, and guests.\n \nESSENTIAL FUNCTIONS & RESPONSIBILITIES\n \nAdministrative & Clerical Support\n \nManages the Director of Food & Beverage\u2019s calendar, including scheduling meetings and coordinating department events. \nMaintains accurate trace files and communicates daily trace updates to the Director of F&B. \nPrepares and processes Check Requests, Petty Cash reimbursements, Expense Reports, and Business Travel forms for the Director of F&B. \nProduces correspondence, reports, meeting minutes, spreadsheets, and presentations for the F&B leadership team. \nMaintains organized physical and digital filing systems for invoices, contracts, schedules, permits, and other departmental records in accordance with recordkeeping requirements. \nRetrieves, sorts, and distributes departmental mail; coordinates overnight mail and courier service requests. \nCreates and submits maintenance work orders and communicates relevant updates to the Engineering team.\n \nDepartment Operations Support\n \nPrepares and distributes the weekly F&B Managers\u2019 schedule; manages holiday and vacation tracking for F&B management staff. \nUpdates and distributes the F&B Hours of Operation list for hotel\u2011wide communication. \nCoordinates F&B leadership meetings, trainings, and department communications; prepares meeting minutes and ensures appropriate distribution. \nOversees issuance, tracking, and retrieval of Agilysys Cards for service staff. \nServes as the primary point of contact for hotel Entertainers, ensuring timely communication and coordination. \nOversees the HK Bakery Retail Program and manages inventory for logo packaging and paper products. \nTracks, updates, and maintains all required Food Establishment permits and Food Handlers Cards for compliance. \nCoordinates onboarding logistics for new F&B managers including preparation of documents, training materials, and orientation schedules in collaboration with HR and Learning & Development. \nMaintains and updates departmental staffing documents, certifications, and scheduling records. \nMonitors inventory of office supplies and submits orders as needed. \nUpdates timesheets for the Bakery and Dining Reservations teams as needed.\n \nFinancial & Procurement Support\n \nProcesses purchase orders, invoices, expense reports, and all vendor documentation in alignment with hotel procurement and accounting policies. \nInitiates, processes, and monitors purchase orders for all F&B outlets and operations. \nProcesses new vendor requests and prepares necessary documentation for new F&B products and services. \nAssists with tracking budgets, preparing monthly financial reports, compiling labor summaries, and maintaining cost\u2011analysis spreadsheets. \nCommunicates with suppliers regarding deliveries, pricing, product availability, and required documentation. \nCreates, updates, and tracks all Capital Expense requests for the F&B Division.\n \nGuest Service & Communication\n \nResponds promptly and professionally to inquiries from internal stakeholders, external partners, and guests. \nCompletes and distributes amenity request forms in coordination with relevant departments. \nPrepares complimentary gift certificates in accordance with hotel accounting and approval procedures.\n \nPerform all other duties as may be required or assigned.\n \nSUPERVISORY REQUIREMENTS\n \nReports To: Director of Food & Beverage (direct) \nAssistant Director of Food & Beverage (indirect) \nSupervises: None\n \nEDUCATION/EXPERIENCE\n \nHigh school diploma or equivalent vocational training certificate. \nMinimum 2 years of administrative/clerical support experience. \nHospitality and/or Food & Beverage experience strongly preferred. \nAny combination of education and experience which would provide the necessary knowledge, skills, and abilities to meet the minimum qualifications to perform the essential functions of this position.\n \nLICENSES/CERTIFICATIONS\n \nNone\n \nKNOWLEDGE, SKILLS, & ABILITIES\n \nMust be highly organized, detail-oriented and have the ability to multi-task. \nMust be able to prioritize tasks while maintaining timeliness. \nExcellent verbal and written communication skills. \nAbility to maintain confidentiality and handle sensitive information. \nMust exhibit a poised, professional demeanor and customer\u2011service mindset. \nDemonstrated proficiency in Word, Excel, PowerPoint applications, and performing basic mathematical calculations (additions, subtraction, etc). \nType minimum of 40 wpm accurately.\n \nMENTAL DEMANDS\n \nMust be able to comprehend, analyze, organize and prioritize a wide variety of information within time limitations. \nRequires the ability to read and perform mathematical calculations. \nRequires concentration, alertness and attention to detail. \nMust be able to perform under stressful conditions while maintaining a courteous and professional demeanor. \nMust be able to work collaboratively with other team members.\n \nPHYSICAL DEMANDS\n \nActivity\n \nOver 2/3 of the time\n \nAbout 2/3 of the time\n \nAbout 1/3 of the time\n \nLess than 1/3 of the time\n \nSeldom or Never\n \nSitting\n \nx\n \nClimbing\n \nx\n \nStooping, kneeling, crouching and/or crawling\n \nx\n \nStanding\n \nX\n \nWalking\n \nX\n \nHandling or fingering\n \nX\n \nEye-hand-foot coordination\n \nX\n \nUse of vision\n \nX\n \nActivity\n \nLess than 25 lbs\n \n25 to 50 lbs.\n \nMore than 50 lbs.\n \nPushing\n \nX\n \nPulling\n \nX\n \nLifting\n \nX\n \nCarrying\n \nX\n \nCOMMUNICATION DEMANDS\n \nActivity\n \nOver 2/3 of the time\n \nAbout 2/3 of the time\n \nAbout 1/3 of the time\n \nLess than 1/3 of the time\n \nNever\n \nTalking (in-person) to co-workers\n \nX\n \nTalking (in-person) to business associates (i.e. outside contractors, vendors, etc.)\n \nX\n \nTalking (in-person) to the public (including guests)\n \nX\n \nTalking on the telephone and/or video conferencing\n \nX\n \nWritten communication to co-workers\n \nx\n \nWritten communication to business associates (i.e. outside contractors, vendors, etc.)\n \nX\n \nWritten communication to the public (including guests)\n \nX\n \nSupervising employees or monitoring services provided by outside consultants, vendors and suppliers\n \nX\n \nResponding to written or verbal requests from co-workers\n \nX\n \nResponding to written or verbal requests from business associates (i.e. outside contractors, vendors, etc.)\n \nX\n \nResponding to written or verbal requests from the public (including guests)\n \nX\n \nTraining and/or giving verbal instructions\n \nX\n \nTraining and/or giving written instructions\n \nX\n \nReceiving verbal instructions\n \nX\n \nReceiving written instructions\n \nX\n \nReading\n \nX\n \nVisiting and/or working at other work sites\n \nX\n \nWORK ENVIRONMENT\n \nPrimarily indoors, air-conditioned office\n \nIndoor/Outdoor, non-air conditioned\n \nSome exposure to variable temperature conditions \nExposure to low to moderate noise levels. \nWill be in contact with chemicals and materials normally found in office environments \nAbility to travel distances via automobile, train or aircraft.\n \nMATERIAL OR EQUIPMENT DIRECTLY USED\n \nComputer, calculator, telephone, copy machine, fax machine, and other equipment as required.