Food & Beverage Office Administrative Assistant - The Little Nell - Winter

The Little Nell•Aspen, CO

About The Position

The Food & Beverage Office Administrative Assistant handles daily administrative duties for the Food & Beverage office at The Little Nell. The role oversees daily office operations, assists with training reservationists and provides operational support. It helps ensure effective and consistent communication among restaurant management across the hotel's Food & Beverage outlets. The position reports to the Assistant Director of Food & Beverage.

Requirements

Proficient knowledge of emergency procedures and the ability to act responsibly in accordance with policies and procedures during an emergency.
Proficient knowledge of Microsoft Office Suite.
Ability to report to shifts on time.
Ability to comply with PBX Department policies and procedures.
Knowledge of hotel fire and safety procedures and ability to assist with emergency and security procedures as directed by management.
Ability to manage multiple priorities and projects simultaneously without sacrificing quality.
Skill in managing relationships with internal and external stakeholders.
Ability to develop strong working relationships with people contacted in the course of work.

Nice To Haves

Bachelor's degree.
One year of Food and Beverage operational experience.
Notary qualification.

Responsibilities

Communicate daily with the Assistant Director of Food & Beverage and department heads about operational needs, bringing urgent requests or issues to light immediately.
Maintain a rolling 90-day calendar of important due dates, hotel closures, restaurant activities and operating hours.
Assist with maintaining financials via the Check Book.
Answer phones, transfer calls to the appropriate extension, take messages and handle guest or vendor requests when appropriate.
Type department correspondence, including daily reader boards, menus, letters and memos.
Order office supplies based on par levels and special needs.
Manage the Assistant Director of Food & Beverage’s mail, including sorting the daily in-box and out-box, handling samples and returns, and maintaining mail lists.
Review invoices for approval.
Take and distribute weekly divisional meeting minutes.
Maintain office equipment and arrange maintenance requests as needed.
Maintain files for division managers, including preparing PAFs for approval.
Assist in sourcing products for the department as needed.
Run off-property errands as requested by the Director or Assistant Director of Food & Beverage.
Complete other duties as assigned.
Complete tasks and projects delegated by the manager and assist other departments as business volumes and staffing levels demand.
Respond and communicate with specified departments in the event of a fire alarm activation, and carry out alarm procedures on the fire panel in the PBX office as directed.