F&B Administrative Assistant

DUTIES AND RESPONSIBILITIES:

Serve as the primary liaison between Food & Beverage leadership, Culinary leadership, and Human Resources regarding recruiting, hiring, associate relations, and departmental staffing needs.

Schedule and organize culinary stages, working interviews, and candidate evaluations. Ensure proper communication with candidates, chefs, and hiring managers.

Maintain department staffing trackers, requisitions, interview schedules, and recruitment reports.

Assist with payroll administration for all Food & Beverage outlets and culinary departments by reviewing timecards, monitoring attendance records, identifying discrepancies, and ensuring timely payroll submission.

Prepare associate schedules and maintain labor management records in accordance with business levels and operational needs.

Generate labor reports, payroll summaries, overtime reports, staffing analysis, and other departmental performance metrics.

Support purchasing operations by creating purchase requests, tracking orders, following up with vendors, and maintaining purchasing documentation.

Assist in monitoring inventory levels for restaurant outlets, bars, banquet operations, and culinary departments. Prepare inventory reports and help identify variances.

Maintain accurate records related to food, beverage, and operating supply inventory.

Coordinate administrative requirements for banquet functions, private dining room events, chef tables, and specialty dining experiences.

Assist with menu updates, printing, event documentation, departmental communications, and operational correspondence.

Prepare reports, presentations, meeting agendas, and meeting minutes for Food & Beverage and Culinary leadership meetings.

Monitor departmental compliance documentation, certifications, licenses, training records, and employee files as required.

Respond to associate and management inquiries in a professional and timely manner.

Maintain confidential personnel, payroll, and business information.

Assist the Director of Food & Beverage, Executive Chef, Chef de Cuisine, and management team with special projects, operational initiatives, and administrative assignments as needed.

QUALIFICATIONS AND REQUIREMENTS:

High school diploma or equivalent required. Associate's degree, hospitality degree, business administration coursework, or equivalent experience preferred.

Two years of administrative, hospitality, human resources, payroll, accounting, purchasing, food and beverage, or related experience preferred.

Previous hotel, restaurant, catering, country club, or luxury hospitality experience preferred.

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Experience with payroll systems, scheduling software, inventory systems, purchasing platforms, or hotel management systems preferred.

This job requires ability to perform the following:

Sitting for extended periods while completing administrative tasks.

Moving throughout hotel outlets, banquet spaces, kitchens, offices, and storage areas.

Lifting or carrying items weighing up to 25 pounds.

Filing, organizing, and handling office materials and supplies.

Occasional bending, stooping, kneeling, and reaching.