F&B Administrator & Event Coordinator

XVI Boutique Hotel is looking for a highly organized and detail-oriented individual to join our team as an F&B Administrator & Event Coordinator. 

The position is responsible for ensuring that all secretarial functions of the culinary department are carried out according to hotel complex procedures and policies. Ensuring all essential matters are followed up with the culinary team & stewarding and maintaining close working relationships with F&B and other related operational departments. Duties and responsibilities include but are not limited to:

Responsibilities:

- Provide secretarial support such as drafting correspondences including those of a confidential nature, reservations and bookings of all departments via phone and email, minute-taking for departmental meetings and managing the calendar for the Executive Operation Manager, Outlets Restaurant Manager and Executive Sous Chef,

- Organize daily Banquet Event Orders (BEOs) and distribute them to all relevant section persons in charge.

- Manage the commissary receiving goods during the absence of the person in charge.

- Administer the department's duty roster when necessary and maintain the Health & Safety Protocol. 

- Monitor monthly invoices and do proper cost accrual process when necessary.

- Maintains the department's filing system and ensures internal documents are forwarded to appropriate departments.

- Works with Executive Operation Manager, Outlets Restaurant Manager and Executive Sous Chef to ensure that all charges are posted to client accounts and event plans are monitored for changes and requirements.

- Ensure all events are set according to BEOs. 

- Ordering supplies, photocopying and collating documents for distribution, mailing, and filing, directing phone inquiries to the appropriate team members, setting appointments and managing the departmental calendars.

- Assists with new employee onboarding and ensures related induction is carried out.

- Maintains up-to-date master recipe workbooks for all F&B

- Assists with maintenance requests and other hotel departments when necessary.

- Prepare vendor reports, invoice logs and weekly produce price comparisons.

- Assist in the monthly physical count of department inventory.

- Maintain daily records of goods ordered and received

- Assists other areas of the kitchen such as inventory, communicating, and printing menu changes.

- Prepares Weekly reports - creates and sends reports to Executive Operation Manager Executive Sous Chef and F&B Management.

- Assists with drafting reports on a monthly, quarterly, and annual basis and as necessary.

- Carries out tasks and assignments as assigned by management. 

- Check-in and Check-out guests at the reception desk when necessary for their reservation on the OPERA CLOUD system

Requirements:

- Good interpersonal skills with the ability to communicate with all levels of employees

- Service-oriented with an eye for details

- Ability to work effectively and contribute to a team

- Good presentation and influencing skills

- Multicultural awareness and ability to work with people from diverse cultures

- Flexible and able to embrace and respond to change effectively

- Energetic individual with an ability to multi-task and excel in a fast-paced environment.

- Excellent time management skills.

- Ability to prioritize with strong data entry, analytical and communication skills

- Excellent written and verbal skills.

- Professional handling of confidential and sensitive information.

Qualifications:

- Minimum of two (2) years experience in an administrative position or similar experience.

- Excellent Microsoft Office knowledge including Excel, Word, Outlook, and PowerPoint.

- Food & Beverage and/or Hospitality experience is an asset.