Administrative Assistant - Food & Beverage - Caribe Royale Orlando Hotel

Scope of Position The Food and Beverage Administrative Assistant will report directly to the Director of Food and Beverage and aid the Food and Beverage Managers by completing administrative tasks in a timely and accurate manner.
Providing support with skill and professionalism, this role will include a wide variety of administrative functions.
In addition, to maintaining our vision by adhering to our values, this position must provide the highest level of service to our guests.
Position Requirements: Professional demeanor appropriate for a resort environment.
Minimum of 2-year experience as an Administrative Assistant or related experience in a large complex/resort property preferred.
Ability to interact effectively with Associates at all levels of the organization.
Proficient in the use of MS Office Suite programs (MSWord, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Knowledge of basic office equipment.
Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems as necessary.
Strong, positive guest and associate relation skills.
Ability to meet deadlines, work with little supervision and be flexible to handle interruptions.
Responsibilities Perform clerical duties such as typing, filing, copying, emailing, answering, and responding to telephone calls and messages, as well as coordinate, schedule and making appointments.
Coordinate, arrange, attend, and participate in assigned meetings including preparing agendas, reserving, and preparing meeting locations, and recording and transcribing minutes as requested.
Manage all purchasing information; invoices, contracts, and company credit card receipts ensuring accurate record keeping and timely submittal of documentation and (expense) reports to finance.
Submit and follow through with maintenance requests.
Arrange for office equipment maintenance or technical support.
Create and maintain an up-to-date electronic and physical file system.
Purchase and maintain supplies and ensure the department is adequately stocked.
Coordinate and maintain vendor and supplier information.
Assist in menu design and production for weekly, seasonal, and annual features for all restaurants; create and post appropriate signage for events.
Submit and follow through with maintenance requests.
Support the Food & Beverage department with time management, data gathering, and communication for the execution of projects or events.
Keep Food & Beverage bulletin boards and associate breakroom tidy and up to date Purchasing.
Assist with associate time tracking system including ensuring up-to-date associate schedules are entered into the system, making approved punch-in/out corrections, reminding associate to complete time sheet verifications, and gathering time off submittals for approval.
Assist in recruiting: schedule interviews and coordinate timing and info for associate onboarding.
Complete and file all necessary change of status forms for Food & Beverage; keep associate information up to date in an Excel spreadsheet.
Distribute Event Requests from all other departments and act as the liaison between Food & Beverage and other departments on special food or set up requirements for events, meetings, or parties.
Assist in planning and implementing Food & Beverage training and SOP materials.
Create and maintain files on contracts for event records (menus, sets ups, AV requests, and correspondence for each event; build historical files for repeat customers or similar events Create, post, and keep up-to-date restaurant and event calendar.
Follow up on customer concerns and situations; research any discrepancies and assist in complaint resolution.
Perform other duties as assigned by the Director of Food & Beverage.
Education A High School Diploma or equivalent is required.
Associate's degree (AA) or equivalent preferred Prior experience in the Food and Beverage industry is preferred.
Demonstrated competence with Windows-based software including Microsoft Office, Word, Outlook, PowerPoint, OneNote, and Excel as well as POS, timekeeping systems, and hotel management systems.
Ability to spot and resolve problems efficiently.
Excellent organizational and multi-tasking skills Ability to maintain confidentiality of sensitive materials and information.
Skills and Abilities Ability to communicate in the English language.
Second language is a plus.
Ability to work flexible schedules including holidays and weekends and able to perform multiple tasks.
Ability to meet deadlines, work under pressure and work independently.
Physical Requirements Sit or stand at a desk for long periods of time.
Intermittently twist to reach equipment or supplies surrounding desk.
Use telephone and computer keyboard on a daily basis.
Must be physically fit in order to lift, pull, and push items up to 25 pounds.
Requires standing/walking/reaching and bending throughout shift.
Must be able to frequently move throughout the resort to have access to all food and beverage restaurants/venues.
This is a summary of the main responsibilities for the Food and Beverage Administrative Assistant position.
Business demands dictate work hours and schedules.
Attendance and timeliness are a requirement of this position.
Management retains the discretion to add or change the duties of this position at any time, in order to meet our guests' needs.
I understand that I must also adhere to the property service standards, as well as grooming and uniform standards specific to this position, always maintaining a neat and clean appearance.
I will also adhere to any OSHA (safety) practices and wear any assigned PPE (personal protective equipment) as needed.