F & B Administrative Assistant

Jupiter Island Holdings•Hobe Sound, FL

About The Position

The F & B Administrative Assistant supports the Food and Beverage Department by completing administrative and clerical work, coordinating events and calendars, and helping ensure accurate and timely communication among Members, staff, managers, and other departments. The role also assists with dining reservations and reception as needed, promoting Member satisfaction and efficient dining operations.

Requirements

Associate degree or equivalent from a two-year college or technical school, and five years of related administrative experience; or an equivalent combination of education and experience.
Proficiency in Microsoft packages, including Word, Excel, and Publisher.
Ability to type 50 words per minute.
Fluency in English.
Familiarity with reservation procedures.

Nice To Haves

NorthStar experience.
Food and Beverage experience.

Responsibilities

Perform Food and Beverage clerical work, including translating dictated instructions, circulating correspondence, memos, and reports, typing, layout, and other administrative projects.
Help ensure Food and Beverage paperwork is completed on time, including typing and distributing function sheets and cover letters, filing, proofreading, and making corrections before distribution.
Coordinate with Club and department administrative assistants and managers to provide Members with consistent and accurate Club policies, information, and details.
Help the F&B Office Manager maintain the published calendar, private bridge schedule, JIRA event schedule, and Outlook calendar.
Update, edit, and publish the Club Calendar monthly using information from department heads.
Book private parties; schedule staff and equipment for private parties and Club functions; meet with Members; and coordinate meetings with the Chef, Food and Beverage Managers, and Food and Beverage Director.
Create the Day Camp calendar with the Day Camp Supervisor.
Help book entertainment and complete check requests as needed.
Assist with billing for Club events, banquets, and committee meetings.
Coordinate with JIRA, HSCC, Historical Society, and Jupiter Island Garden Club to schedule events, edit the Club Calendar, and handle their cocktail party and event needs.
Coordinate Club Committee Meetings and review minutes provided by Protocol Services.
Assist other departments as needed.
Maintain a neat, professional appearance, including proper nametag and attire, throughout each shift.
Assist Dining Reservation Personnel as needed by coordinating reservation requests with Dining Room Supervisors and Managers to support Member satisfaction and dining room efficiency.
Perform receptionist duties as needed and promote friendliness, goodwill, and hospitality among Members and their guests.
Produce and post Food and Beverage Department fliers and posters when needed.
Prepare and proof menus.
Keep the Kitchen informed about reservation status for daily meals, upcoming Club events, and private parties.
Ensure cover counts are recorded properly on the appropriate forms to support interdepartmental information flow.
Use strong phone skills and provide positive, friendly, assertive, helpful, proactive service and follow-up to Members.
Perform other duties related to the position as assigned.