F&B Administrative Assistant

Overview:
This team member will assist the Food and Beverage Directors in maintaining administrative matters, cost controls, payroll, and budget controls. while performing executive office reception duties.
Responsibilities:
• Distribute weekly Medallia report to DALDTN Food & Beverage Manager Outlook distribution list.
• Maintain Food and Beverage Schedule, coordinating with accounting, and enter numbers as requested by Food & Beverage Director from Oracle and Delphi reports.
• Expense Report Processing for Food & Beverage Director and Executive Chef and assist other managers with expense report preparation as requested.
• Maintain stock of office supplies for Food & Beverage Department.
• Order office supplies via Birchstreet for Food and Beverage Department.
• Purchase, via Birchstreet, applicable websites and vendors, menu and Food & Beverage Marketing related items, as requested by Food & Beverage Director and Marketing Management.
• Coordinate with Purchasing Department to ensure P. O’s are received, and Accounting department to ensure any P. O’s that are not received at month end are accounted for.
• Coordinate with Director – F&B and Executive Chef for all purchasing needs and assist with Birchstreet processes, including invoices.
• Address any invoice issues when notified by the Accounting Department.
• At month end, prepare reports and paperwork for the following month as assigned.
• Assist with creation and maintenance of tracking spreadsheets as requested by Food & Beverage Director.
• Conducting a bi-annual Comp set analysis of restaurants in the area.
• Assist with obtaining pricing and menu item information on competitive set of restaurants and enter in Competitive Check spreadsheet.
• Enter Synergy requests as requested by Food & Beverage Management, and request Synergy access for new managers. Keep track of open Synergy requests and update the department.
• Coordinate Food and Beverage Manager On-boarding with Food and Beverage Management and Associate Services Department.
• Coordinate with Operation Training Manager, Associate Services, and Food & Beverage Management to maintain department bulletin boards, informing associates of items such as Medallia scores, Food and Beverage Marketing initiatives, Power of One, and Power of Engagement and Executive Leadership Team photos.
• Maintain Food & Beverage folder on public drive, access to Food & Beverage spreadsheets coordinating with IT, and maintain Food & Beverage Outlook distribution lists.
• Create and coordinate printing of Food and Beverage Marketing collateral as requested by Food and Beverage Director and Marketing Management, abiding by Brand Standards and Guidelines.
• Coordinate with Food and Beverage Director, Executive Chef, and Marketing Management to format, print and order restaurant menus, labels and signs abiding by Brand Standards and Guidelines.
• Complete a monthly menu price audit on Micros and keep track of P – mix for all restaurants.
• Manage Open Table for all restaurants, ensure hours of operation and guest information updated.
• Attend resume meeting, resume meeting and other meetings designated by the Director of Food & Beverage.
• Update, print and distribute Server Book and In Room Dining Amenity Book with photos and descriptions of current items, coordinating with Culinary and restaurant managers.
• Upon update of In-Room Dining menu, maintain menu item database, and assist with annual audit of menu prices among all restaurant menus.
• Communicate current menu file locations to Food and Beverage Managers and Marketing.
• Coordinate with Associate Services to communicate Associate Café menus to associates.
• Send requests to Corporate to update information and menu links on omnihotels.com, including relevant files and information.
• Update restaurant website and Facebook pages.
• Coordinate items such as paperwork submission, menus and signs for promotions and events.
• Other Food & Beverage related duties and projects as assigned by Food & Beverage Director and as requested by other department management. Inform Food & Beverage Director of Food and Beverage related duties and projects completed at the request of other department management if the request does not come from Food & Beverage Director.
• Log of Medallia individual performance opportunities and successes (OSC & Gift Card.)
Qualifications:
• Must have prior experience in food and beverage or hospitality, preferably in a 4-diamond resort.
• Customer Service, prior admin experience preferred.
• Knowledge of Microsoft Word, Excel, Delphi or similar programs.
• Excellent organizational skills.
• Clear, positive, energetic communication skills.
• Able to deliver and communicate to diverse crowd of associates.
• Excellent communication and literature skills.
• Food & beverage or culinary experience preferred.
• Must have or obtain required certifications (e.g., TABC and Food Handler’s)