Food & Beverage Administrative Assistant

Principal Duties And Responsibilities

• Admin to DFBO and ADFOB (appointment setting, general admin needs)
• Maintain proper administrative files for food & beverage leadership team.
• Maintain organized onsite filing systems, attend onsite meetings and take minutes, reports, and correspondence.
• Reading, sorting and routing incoming mail for food & beverage leadership team.
• Answer land-line phone to field calls coming to food & beverage leadership team.
• Provide daily administrative support to the F&B Management team.
• Schedule and attend onsite staff meetings, training sessions, and administer team communications.
• Collaborate with suppliers and service providers for procurement and maintenance needs.
• Receive deliveries of items and maintaining, counting to ensure all items are received as requested by food & beverage leadership.
• Create dining reservations/ special requests of guests-collaborating with sales on special occasions and guest needs.
• Birchstreet: Prepare purchase requests, monitor and track inventory orders onsite, and monitor delivery timelines.
• Validating and submitting invoices for service contracts (ex: outlet plants, music, F&B software, licenses & subscriptions, permits, taskforce service week invoices, consultants, reservation & support services).
• Attend meetings onsite with finance to ensure all PO’s are completed monthly.
• Establishing monthly divisional accruals Contracts: negotiating, writing & signing.
• Meeting and orienting vendors, onsite.
• Create room reservations and airport transfers for F&B team members (permanent & taskforce).
• Develop and facilitate onboarding of taskforce and new leadership team members.
• Oversee and support DFBO and F&B Team, Birchstreet, Sevenrooms, Canva, Single Platform, HMS, ZenDesk, printing.
• Respond to Guest Survey Communication & Coordination Serve as a liaison between F&B leadership, outlet teams, culinary, events, purchasing, and other departments.
• Communicate directly to the team operational updates, service changes, and special event details to relevant teams.
• Cookieline: Coordinate logistics for banquets, pool activations, VIP events, and special programming as needed.
• Support onboarding coordination for new F&B team members.
• Events, Menus & Programming Support Collaborate with planning and execution of F&B-related events, activations, and promotions.
• Perform menu updates, printing, digital uploads, and brand compliance reviews.
• Track timelines and deliverables for seasonal launches and special initiatives.
• Financial & Inventory Support Complete purchase orders, and vendor documentation.
• Physically track inventory, PAR level updates, and cost control initiatives.
• Complete basic financial and operational reports for leadership review.
• Inventory & Ordering: Monitoring and ordering par stock levels for office supplies.
• Guest Experience & Brand Standards Support service recovery efforts by tracking guest feedback and follow-up actions.
• Ensure alignment with brand standards, health regulations, and internal policies.
• Perform audits, inspections, and compliance documentation as required.
• Guest Interaction: Managing restaurant reservations, drafting responses to guest feedback, and handling general inquiries via land line phone or email.

Qualifications & Skills

• Strong administrative, organization, and technical skills.
• Must be detail oriented and accurate.
• Able to manage multiple priorities, goal oriented and must meet deadlines.
• Strong interpersonal skills and guest service oriented with a sincere, friendly and helpful personality.
• Willing to “pitch-in” and assist colleagues with their job duties and be a team player.
• Professional & appropriate business appearance and demeanor aligned with the 1 Hotel brand and culture.
• Excellent verbal and written communication skills.
• Flexibility to meet the demands of a 24-hour operation and work a varying schedule to reflect business needs of the hotel.
• Tech-savvy and proficient with MS Office Applications, specifically Outlook, Word, Excel and PowerPoint.