Food and Beverage Administrative Assistant

Job Summary

The Administrative Assistant – Food & Beverage provides administrative support to the Food & Beverage department, ensuring the accurate organization and maintenance of departmental records, systems, and administrative processes in line with Rosewood brand standards and the expectations of an ultra-luxury resort environment. Working closely with Food & Beverage leaders and operational teams, the role supports purchasing, payroll administration, inventory documentation, training records, compliance requirements, and departmental reporting. Accountability includes maintaining accurate records, supporting operational efficiency, ensuring timely completion of administrative tasks, and contributing to the smooth operation of the Food & Beverage division.

Essential Duties and Responsibilities

Quality:

• Maintain departmental administrative processes in line with Rosewood brand standards, hotel policies, and established operational procedures.
• Prepare, organize, and maintain accurate departmental records, reports, correspondence, and operational documentation.
• Maintain departmental filing systems to ensure documentation is accurate, current, and easily accessible.
• Support the preparation, distribution, and achieving standard operating procedures (SOPs), policies, forms, and operational manuals.
• Maintain training records, attendance records, certifications, and departmental compliance documentation.
• Coordinate the administrative processing of new associates, transfers, promotions, and departmental documentation in collaboration with Human Resources.
• Prepare purchase requests, follow up on approvals, and monitor the progress of departmental procurement activities.
• Support inventory administration by maintaining documentation relating to operating equipment, FF&E, OS&E, and departmental assets.
• Prepare and maintain monthly reports, operational statistics, and departmental performance documentation.
• Monitor expiry dates and renewal requirements for departmental licenses, permits, certifications, and compliance documentation where applicable.
• Support internal audits by preparing and organizing departmental records and supporting documentation.
• Maintain confidentiality of departmental information, financial records, and associate documentation.
• Ensure departmental noticeboards, communication materials, and administrative documents remain accurate and up to date.
• Support sustainability initiatives by maintaining documentation related to environmental programs, waste reduction, and departmental compliance.

Financial:

• Process purchase requests, purchase orders, and supplier documentation in accordance with company procedures.
• Monitor the status of departmental purchases and maintain accurate procurement records.
• Support invoice reconciliation and coordinate documentation with Finance and Purchasing departments.
• Assist in maintaining departmental payroll administration, including attendance records, overtime documentation, leave records, and payroll submissions.
• Prepare administrative reports relating to operating expenses, procurement activities, and departmental budgets.
• Maintain records of inventory movements, operating equipment, and asset allocations.
• Support monthly inventory documentation and reconciliation processes.
• Maintain accurate documentation for capital expenditure requests, FF&E, and OS&E purchases where required.
• Ensure financial and operational records are completed accurately and submitted within established deadlines.

Leading:

• Maintain effective communication and working relationships with Food & Beverage outlets and supporting departments.
• Support managers and outlet leaders with timely and accurate administrative assistance.
• Coordinate departmental information and ensure consistent communication across the division.
• Assist with training, performance review, recognition, and departmental documentation.
• Monitor completion of required documentation and follow up as needed.
• Support improvements in administrative processes and operational efficiency.
• Assist with departmental projects, operational initiatives, and pre-opening activities.
• Maintain a professional, organized, and service-oriented approach at all times.
• Demonstrate accuracy, attention to detail, and accountability in all responsibilities.
• Liaise with Human Resources, Finance, Purchasing, Engineering, IT, and other departments to support smooth operations.

Standard Responsibilities:

• Comply and adhere to all Rosewood company policies and hotel procedures.
• Take on additional tasks within the scope of the role as required by business needs.
• Act as a brand ambassador at all times and maintain brand integrity.
• Reflect the company’s culture, vision, mission, and core values in daily actions and decisions.
• Maintain awareness and application of Rosewood, Forbes, and LQA standards.
• Support the adoption of systems, technology, and tools that improve operational efficiency.
• Maintain effective communication within the outlet and across departments.
• Identify training and development needs through daily interaction and observation.
• Lead by example in appearance, behavior, and professional conduct.
• Maintain a strong operational presence throughout all service periods.
• Ensure compliance with hygiene, HACCP, and safety standards.
• Follow all emergency procedures and operational protocols.
• Protect the reputation of the hotel through professional and responsible conduct.

Confidentiality

Whilst working for the company there will be access to a wide variety of confidential information concerning the company, guests, associates, and hotel operations. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company unless otherwise authorized.

Maintain confidentiality of all company, guest, and associate information.

Protect sensitive operational and financial information.

Ensure discretion in all matters related to guests and associates

Health & Safety:

• Follow safe working practices across all areas of the outlet.
• Ensure compliance with Health and Safety regulations and hotel procedures.
• Report hazards, defects, and safety concerns immediately.
• Ensure incidents and accidents are reported in line with procedures.
• Maintain compliance with HACCP and food safety standards.
• Promote a safe environment for guests and associates

Other:

The above description is not exhaustive and may be adjusted based on operational needs.

• Maintain flexibility in working hours and operational support.
• Respond to business needs with adaptability and ownership.
• Support additional responsibilities and projects as required.