Food & Beverage Administrator

We are seeking an organized, professional and service-oriented Food & Beverage Administrator to provide administrative and operational support to the Food & Beverage Department and ensure the timely and accurate completion of departmental office procedures, records and communication.

The successful candidate will work closely with the F&B Manager, F&B Operations Manager and Executive Chef while supporting the smooth coordination of daily Food & Beverage operations.

Key Responsibilities

• Provide day-to-day administrative and organizational support to the Food & Beverage Department.
• Communicate with internal and external customers in a professional, polite and courteous manner.
• Handle confidential information appropriately and maintain discretion at all times.
• Prepare and type departmental documents including food tags, menus, reports, correspondence and meeting minutes.
• Attend daily F&B briefings and meetings and accurately prepare and distribute minutes.
• Handle telephone calls, correspondence and other communication related to departmental operations.
• Prepare monthly attendance reports for Food & Beverage and Kitchen team members for payroll processing.
• Maintain and update daily timesheets, overtime, days off and leave plans in the relevant system.
• Review daily guest profiles and identify special requests, dietary requirements and other relevant guest information for communication to the F&B team.
• Provide administrative support to the F&B Manager and Executive Chef.
• Maintain organized departmental files, documents, stationery and office supplies.
• Maintain up-to-date knowledge of all F&B outlets, services and resort facilities.
• Liaise with other departments to ensure effective communication and timely resolution of operational matters.
• Contribute ideas and suggestions to improve departmental procedures and efficiency.
• Ensure assigned tasks are completed accurately and within required deadlines.
• Maintain positive and professional working relationships with colleagues and other departments.
• Support F&B outlets during peak operational periods when required.
• Assist in monitoring departmental service, grooming and uniform standards.
• Attend and complete mandatory orientations, training sessions and required training hours.
• Perform other duties as assigned by the Food & Beverage Manager or Management.

Qualifications & Experience

• High school diploma preferred, or an equivalent combination of education, training and relevant experience.
• Minimum 2 years' previous hotel restaurant or Food & Beverage experience.
• At least 1 year of supervisory experience.
• Previous administrative experience within a hotel or resort Food & Beverage operation would be an advantage.
• Strong organizational and administrative skills.
• Good written and verbal communication skills.
• Ability to prepare accurate reports, meeting minutes and departmental documentation.
• Good knowledge of Microsoft Office.
• Strong general computer skills and ability to learn relevant HR, payroll or operational systems.
• Ability to manage multiple tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Good interpersonal skills and ability to work effectively with different departments.
• First Aid Training preferred.

Personal Attributes

• Organized, reliable and detail-oriented.
• Professional and courteous in communication.
• Proactive and able to work independently when required.
• Strong team player with a positive attitude.
• Flexible and willing to support operational areas during peak periods.
• Professional, neat and well-groomed appearance at all times.