F&B Administrative Assistant

Proper Hospitality Careers•Miami Beach, FL

11d•Onsite

About The Position

The Shelborne by Proper is an iconic Miami Beach landmark reimagined through the lens of Proper Hospitality. Set along the ocean in the heart of South Beach, our historic Art Deco property brings together thoughtful design, elevated hospitality, dynamic food and beverage, wellness, nightlife, and a distinctly Miami sense of energy. More than a hotel, The Shelborne is envisioned as a destination for both travelers and locals — honoring the character and history of the property while creating a modern luxury experience that feels deeply connected to the culture, rhythm, and spirit of Miami Beach.

Requirements

High School Diploma or equivalent required
2+ years of administrative experience, preferably in the hospitality or food and beverage industry.
Experience with office management and administrative tasks is highly desirable.
Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
Excellent communication and interpersonal skills, with a customer-focused approach.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and general office equipment.
Ability to maintain confidentiality and handle sensitive information appropriately.
Strong time-management skills with the ability to prioritize tasks and meet deadlines.

Nice To Haves

Associate’s degree in Hospitality Management, Business Administration, or a related field is preferred.
Basic understanding of F&B operations and the hospitality industry is a plus.
Knowledge of basic financial and budgeting processes is a plus.
Experience with food and beverage management software (e.g., POS, inventory management tools) is preferred.

Responsibilities

Provide administrative assistance to the F&B Manager and other department heads.
Coordinate meetings, prepare agendas, take minutes, and distribute documents.
Handle day-to-day correspondence, both internal and external, and ensure timely communication.
Organize and maintain files, both physical and digital, ensuring proper documentation and easy access to records.
Assist with the preparation and editing of reports, presentations, and other documents as needed.
Manage the F&B department’s schedule, including staff shifts, meetings, and events.
Coordinate with vendors, suppliers, and external partners to ensure timely delivery of goods and services.
Assist in organizing special events, catering functions, and banquet setups.
Ensure proper staffing levels for shifts and events, coordinating with HR and department managers.
Assist in tracking inventory levels of food, beverages, and supplies, ensuring accuracy and timely restocking.
Support the ordering process by generating purchase orders and ensuring they are submitted to the appropriate suppliers.
Maintain accurate records of inventory usage, deliveries, and discrepancies, and assist in inventory audits.
Communicate with the kitchen, bar, and storage areas to ensure all items are stocked and available for operations.
Assist with tracking and recording daily financial transactions, including purchases and invoices.
Support the preparation of departmental budgets, reports, and forecasts.
Ensure accurate record-keeping of expenses, supplies, and inventory for auditing and reporting purposes.
Reconcile invoices in the purchase ordering system, ensuring all purchases are matched accurately and processed in accordance with financial protocols.
Process purchase orders, invoices, and payments in line with established financial procedures.
Provide exceptional customer service when interacting with guests, whether on the phone, email, or in person.
Assist in handling guest inquiries, complaints, or special requests related to food and beverage services.
Maintain positive relationships with guests and team members to ensure smooth operations and a positive experience.
Support the F&B team in maintaining high standards of guest service during special events and busy periods.
Assist in ensuring all F&B operations comply with health, safety, and hygiene regulations.
Maintain up-to-date documentation for health inspections, vendor contracts, and employee training records.
Support the preparation for internal audits and inspections, ensuring all required documents are readily available.
Answer phone calls, manage emails, and provide support to the department as needed.
Organize and maintain the office space, ensuring supplies and equipment are well-stocked.
Assist with special projects, reporting, and other ad-hoc administrative tasks as requested by management.