F&B Administrative Assistant

Highgate Hotels • St Pete Beach, FL

4d • Onsite

About The Position

TradeWinds Island Resort is seeking an Administrative Assistant for its Food and Beverage Department. The role supports outlet managers and employee partners, provides administrative and payroll support, helps coordinate event information and training, and delivers attentive, courteous, and efficient service to guests. The position also helps maintain smooth office operations and effective communication among Food & Beverage leadership, culinary, banquet, outlet, and other resort departments.

Requirements

• High school diploma or equivalent required.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• Must be detail-oriented and organized.
• Ability to work in a high-volume, fast-paced, yet flexible office environment.
• Ability to support and work with outlet managers and provide supplemental assistance in outlets as needed.
• Computer knowledge and skills required.
• Ability to communicate effectively, verbally and in writing, with employees and guests at all levels.
• Ability to listen to, understand, and clarify concerns raised by employees and guests.
• Ability to multitask and prioritize departmental functions to meet deadlines.
• Ability to understand and apply complex information and data from various sources.
• Ability to maintain confidentiality.
• Must show initiative, including anticipating guest or operational needs.
• Must be available to work holidays, nights, and weekends as needed.
• Flexible and long hours may sometimes be required.
• Light physical work, including occasionally exerting up to 20 pounds of force and frequently or constantly exerting up to 10 pounds to lift, carry, push, pull, or otherwise move objects.

Nice To Haves

• Experience in a hotel or related field.
• College coursework in a related field.

Responsibilities

• Greet and welcome guests in accordance with Highgate Hotel standards, and respond to inquiries and requests in a timely, professional, and courteous manner.
• Process, review, and monitor departmental payroll for approximately 200 or more Food & Beverage employees, ensuring timely submission and compliance with established procedures.
• Communicate with Food & Beverage Managers about payroll, scheduling, timekeeping, departmental updates, and administrative needs.
• Review employee timecards for accuracy and completeness, identify timekeeping issues, and follow up with managers to ensure corrections are made before payroll deadlines.
• Maintain and update the Master Function Book, keeping event details, schedules, and changes accurate and current.
• Prepare, distribute, and communicate BEOs and revisions so relevant departments have current event information.
• Respond to guest inquiries, including faxing menus, answering questions, and providing requested information; answer questions about hotel and conference center services, facilities, and operating hours.
• Prepare special menus for Food & Beverage outlets, including holiday menus, seasonal offerings, and special events.
• Assist with VIP arrangements and coordinate guest room amenities.
• Compile weekly and monthly forecasts to support staffing schedules, labor planning, food purchasing, and departmental operations.
• Schedule and coordinate Responsible Vendor and Food Safety Training classes, including logistics and participant communications.
• Provide administrative support to Food & Beverage leadership through document preparation, data entry, recordkeeping, filing, and maintaining organized departmental records.
• Support communication between Food & Beverage management, culinary, banquet, outlet, and other resort departments.
• Maintain confidentiality of employee, payroll, guest, and departmental information.
• Answer telephone calls and email messages, and respond accordingly.
• Keep abreast of relevant computer programs and innovations.
• Open and distribute mail; file pertinent correspondence; type departmental correspondence and meeting minutes; maintain a trace file as needed; and maintain an adequate inventory of office supplies.
• Support smooth office operations and assist in outlets as needed.
• Attend required hotel meetings and training, maintain regular attendance, and comply with hotel standards and regulations.
• Maintain a warm and friendly demeanor and high standards of personal appearance and grooming, including wearing the proper uniform and nametag.
• Maximize productivity, identify problem areas, assist with solutions, and anticipate, prevent, identify, and resolve problems.
• Cross-train in other hotel-related areas and perform other duties and special projects as assigned or requested by management.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term and long-term disability insurance
• 401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave in accordance with applicable law
• Employee assistance program (EAP)
• Educational opportunities and tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED