Food and Beverage & Culinary Administrator

Overview

The Food and Beverage & Culinary Administrator plays a crucial role in the efficient operation of the hospitality division by providing comprehensive administrative support to the Food & Beverage and Culinary teams. This position requires strong organizational skills, a thorough understanding of food and beverage operations, and the ability to manage multiple tasks with precision and confidentiality.

Key Responsibilities

• Offer full administrative assistance to leadership in Food & Beverage and Culinary departments.
• Maintain detailed and well-organized departmental documentation including records, reports, correspondence, and files.
• Prepare official communications such as letters, presentations, agendas, minutes, and departmental reports.
• Organize meetings, training sessions, and appointments, and update departmental calendars and records.
• Ensure all documentation is confidential, systematically filed, and easy to retrieve.
• Coordinate with various hotel departments to ensure seamless communication and operations.
• Assist in developing and distributing operational materials such as menus, promotional documents, and banquet files.
• Manage updates to menus ensuring accuracy in pricing, descriptions, and formatting across platforms.
• Support the upkeep of policies, procedures, standard operating procedures (SOPs), and manuals within the department.
• Prepare duty rosters, attendance sheets, vacation plans, and training documentation.
• Keep records of events, promotions, operational activities, and support event coordination efforts.
• Monitor and assist with departmental purchase records, inventory control, and equipment management.
• Support the processing of purchase requests, orders, and store requisitions.
• Maintain supplier records and documentation related to orders and deliveries.
• Assist in tracking inventory levels, wastage, breakage, and supplies management.
• Prepare various operational reports covering revenue, expenses, inventory, productivity, and overall performance.
• Reconcile operational data with Point-of-Sale and hotel systems when necessary.
• Provide accurate documentation for audits, ensuring adherence to internal and external standards.
• Manage employee-related records including attendance, training, performance, and onboarding documentation.
• Coordinate training programs and maintain training attendance logs.
• Help with employee engagement and departmental communication initiatives.
• Adhere strictly to hotel policies, confidentiality standards, and compliance with legal and safety requirements.
• Maintain professional standards including appearance and conduct in line with the hotel's service culture.
• Participate in required meetings, briefings, and training sessions.
• Perform additional duties as assigned by management.

Candidate Profile and Requirements

• Possession of a diploma or degree in Hospitality Management, Business Administration, Food & Beverage Management, or a related discipline is desirable.
• At least 1 to 2 years’ experience in administrative roles within Food & Beverage or Culinary departments, preferably in hotel or hospitality settings.
• Solid understanding of Food & Beverage and Culinary operations, terminology, and administrative workflows.
• Excellent organizational, communication, and interpersonal abilities.
• Detail-oriented with the capacity to handle multiple priorities and adhere to deadlines effectively.
• Proficiency in Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with hotel management systems, Point-of-Sale platforms, and inventory management software is advantageous.
• Strong numerical and analytical competencies to generate accurate reports and manage records.
• Ability to maintain confidentiality and conduct with discretion.
• Fluency in English, both written and spoken; knowledge of additional languages is beneficial.