F&B Administrative Assistant

TradeWinds Island Resort • Saint Pete Beach, FL

6d • Onsite

About The Position

TradeWinds Island Resort is seeking an Administrative Assistant for its Food and Beverage Department. The position supports outlet managers and employee partners, provides administrative support to the department, and delivers attentive, courteous, and efficient service to guests. Responsibilities include coordinating payroll and timekeeping for approximately 200 or more Food & Beverage employees, maintaining event information and distributing banquet event orders, preparing menus and forecasts, coordinating training, and supporting communication and daily operations across resort departments. The role also handles general office duties and must maintain confidentiality of employee, payroll, guest, and departmental information.

Requirements

• High school diploma or equivalent required.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• Detail-oriented and organized.
• Able to work in a high-volume, fast-paced, flexible office environment.
• Able to support and work with outlet managers and provide supplemental assistance in outlets as needed.
• Computer knowledge and skills required.
• Able to communicate effectively verbally and in writing with employees and guests at all levels.
• Able to listen to, understand, and clarify concerns raised by employees and guests.
• Able to multitask and prioritize departmental functions to meet deadlines.
• Able to understand and apply complex information and data from various sources.
• Able to maintain confidentiality and show initiative by anticipating guest or operational needs.
• Maintain a warm, friendly, attentive, courteous, and service-oriented demeanor.
• Flexible and long hours may sometimes be required; must be available to work holidays, nights, and weekends as needed.
• Able to exert up to 20 pounds of force occasionally and/or up to 10 pounds frequently or constantly 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 according to Highgate Hotel standards, and provide timely, professional, courteous responses to guest inquiries and requests.
• Process, review, and monitor departmental payroll for approximately 200 or more Food & Beverage employees, ensuring timely submission and compliance with established procedures.
• Communicate proactively with Food & Beverage managers about payroll, scheduling, timekeeping, departmental updates, and administrative needs.
• Review employee timecards, identify discrepancies and missed punches, and follow up with managers to ensure corrections are made before payroll deadlines.
• Maintain and update the Master Function Book with accurate event details, schedules, and changes.
• Prepare, distribute, and communicate banquet event orders (BEOs) and revisions promptly.
• Respond to guest inquiries, including faxing menus, answering questions, and providing requested information.
• Type, format, and prepare special menus for outlets, holidays, seasonal offerings, and 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 assistance to Food & Beverage leadership, including document preparation, data entry, recordkeeping, filing, and maintaining organized records.
• Support communication among Food & Beverage management, culinary, banquet, outlet, and other resort departments.
• Maintain confidentiality and accuracy when handling employee, payroll, guest, and departmental information.
• Answer guest inquiries about hotel and conference center services, facilities, and hours of operation.
• Answer telephone calls and email messages and respond accordingly.
• Stay abreast of computer programs and innovations, as applicable.
• Open and distribute mail; file pertinent correspondence in a timely manner.
• Type departmental correspondence and distribute meeting minutes.
• Maintain adequate office-supply inventory and support smooth office operations.
• Maintain a trace file as needed.
• Attend required hotel meetings and trainings, maintain regular attendance, and uphold personal appearance, grooming, uniform, and nametag standards.
• Follow hotel standards and regulations, contribute to productivity, identify problem areas, and help implement solutions.
• Handle problems by anticipating, preventing, identifying, and resolving them as appropriate.
• Cross-train in other hotel-related areas and provide supplemental assistance in outlets as needed.
• 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, personal, medical, 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