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

The Little Nell•Aspen, CO

17h

About The Position

The Food & Beverage Office Administrative Assistant handles daily administrative duties for the Food & Beverage office at The Little Nell. The position oversees daily office operations and assists with training reservationists, operational support, and effective, consistent communication between restaurant management across the hotel's Food & Beverage outlets. The role 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 all PBX Department policies and procedures.
Knowledge of hotel fire and safety procedures, including the ability to carry out alarm procedures on the fire panel in the PBX office.
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 during the course of work.

Nice To Haves

Bachelor's degree preferred.
One year of Food and Beverage operational experience preferred.
Notary preferred.
Ability to occasionally lift, push, or pull 25 pounds individually or with assistance is preferred.

Responsibilities

Communicate daily with the Assistant Director of Food & Beverage and department heads about operational needs, and promptly raise urgent requests or issues.
Maintain a rolling 90-day calendar of important due dates, hotel closures, restaurant activities, and operating hours.
Assist with maintaining financials through the Check Book.
Answer and transfer phone calls, take messages, and handle guest or vendor requests when appropriate.
Type departmental correspondence, including daily reader boards, menus, letters, and memos.
Order office supplies based on par levels and special needs.
Manage mail for the Assistant Director of Food & Beverage, including sorting incoming and outgoing mail, 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 delegated tasks and projects and assist other departments as business volumes and staffing levels require.
Respond and communicate with specified departments in the event of a fire alarm activation, and assist with emergency and security procedures as directed by management.