F&B Administrative Assistant

Proper Hospitality LLC•Miami Beach, FL

About The Position

The F&B Administrative Assistant is responsible for providing administrative support to the Food & Beverage department, ensuring the smooth and efficient operation of daily tasks. This role involves managing schedules, coordinating communication between teams, maintaining records, and assisting with various tasks related to inventory, ordering, and financial reporting. The F&B Administrative Assistant will work closely with the F&B Manager and other team members to enhance operational efficiency and support the delivery of exceptional guest experiences.

Requirements

High School Diploma or equivalent required; Associate’s degree in Hospitality Management, Business Administration, or a related field is preferred.
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

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

Administrative Support:
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.
Scheduling & Coordination:
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.
Inventory Management Support:
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.
Financial & Budget Assistance:
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.
Maintain accurate records of expenses, supplies, and inventory to support auditing and reporting needs.
Guest Experience & Communication:
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.
Documentation & Compliance:
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.
General Office Support:
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.