ADMINISTRATIVE ASSISTANT - FOOD & BEVERAGE

The Food & Beverage Administrative Assistant is responsible for assisting with the daily activities and administrative functions for the Director of Food and Beverage and ultimately all the Food and Beverage managers of the department.

• Oversee booking calendars and schedules for various venues—including arenas, theaters, and lounges—ensuring that all confirmations and holds were communicated clearly and maintained in real time.

• Examine all vendor invoices for accuracy prior to submission for payment, streamlining financial reconciliation for the department.

• Coordinate contracts by tracking statuses, managing hotel room blocks, and arranging ground transportation to secure seamless event operations.

•  Coordinate directly with artist management teams to ensure that all event requirements and preferences are seamlessly integrated.

• Maintain both electronic and hard copy records of completed shows, including contracts and analytic reports, to support future planning and performance insights.

• Handle all reservations/calls for all F&B and route outlet calls to individual phone line.
• Handle any F&B-related email correspondence.
• Take messages, handle customer requests and communicate requests to appropriate departments.
• Perform daily office duties including, but not limited to printing menus, EO’s, filing, faxing, copying, creation of files, gift certificates, retrieving and delivering mail, and creating and delivering amenity requests with cards to Guest Service Agents working in Star Service.
• Assist the Events department with labels and any required documents.
• Keep track of department spending via checkbook and cross tracker.
• Ensure that any VIP reservations are entered into the PMS/SevenRooms and coordinate amenity and card as needed.
• Though use of creativity, execute and develop F&B marketing initiatives.
• Respond in a timely manner to Medalia reviews, communicating closely with the culinary and F&B leadership team.
• Assemble of the departments Event Calendar and Brand Calendar in the office.
• Handle all small reservations by sending out contracts, menus, etc., and communicate via EOs with F&B management and culinary team.
• Assist with amenities/in-house and outside payment.
• Assist in execution and attend buyouts, functions, and designated parties to provide support, ensure guest satisfaction, and promote future business.
• Coordinate operations between outlets and departments.
• Participate, type, and distribution of meeting minutes from all F&B meetings.
• Prepare and distribute correspondence, including letters, emails, etc. for F&B leaders or other managers as needed. Ensure that all correspondence is 100% accurate.
• Works with the IT Manager to create necessary reporting for F&B leaders.
• Develop and maintain productive, service focused working relationships with external and internal customers, representing the company and becoming a known point of contact.
• Work as a team, helping all departments to complete the required activities or projects that ensure we achieve successful events or outcomes reflecting the brand.
• Provide accurate, up to date information to appropriate internal contacts, responding to requests in a timely manner, and maintaining a working knowledge of the hotel’s products and services.
• Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies.
• Perform daily and weekly tasks as outlined by the F&B leadership.
• Have a personal impact, taking responsibility and using initiative to resolve issues.
• Approach tasks orderly, with tenacity and determination, completing work to the required standard within the deadlines agreed.
• Maintain a high level of professionalism in dealings with customers.
• Be motivated, committed and enthusiastic, seizing opportunities to learn new skills or knowledge to improve personal performance.
• Be flexible, responding quickly and positively to changing requirements.
• Maintain team focus by showing co-operation and support to colleagues in the support of department goals.
• Maintain filing system. File contracts and correspondence daily.
• Computer support: Word processing, spreadsheets, databases, e-mail, and Windows applications – PowerPoint for DOF&B and F&B Team.
• The ability to effectively execute/maintain site tours as needed and inquiry calls
• Check email daily and distribute potential F&B issue to the leader responsible for handling such issues.
• Knowledge of Hard Rock Hotel New York food and beverage operations.
• Assist in organizing F&B events and send collateral to customers, clients, and staff.
• Assist other F&B Managers as needed, or as business levels require.
• Collecting and copying informational and F&B marketing packets for meetings; mailing as requested.
• Ensure all site F&B inspections and client visits to the hotel are successful by detail planning and communicating accurate details in advance to all departments.
• Keep up-to-date on office requests and supplies; placing orders when required.
• Be responsible for safekeeping of all required licenses and documents pertaining to all F&B areas and outlets.

This job description reflects the position’s essential functions; it does not encompass all the tasks that may be assigned.

EXPERIENCE, EDUCATION, AND CERTIFICATIONS

• High school diploma or equivalent experience and training, college degree preferred.
• Two years' experience, preferably in the hospitality industry or a marketing / sales field.
• Experience with CRM platforms.
• Expertise in social media platforms
• Background in music industry a plus. 

SKILLS

• Presentation of a professional image to guests, clients, and potential function coordinators.
• Composure during stressful events.
• Possession of a take charge attitude tempered with diplomacy.
• Ability to work independently while ensuring that managers and/or clients possess the pertinent information for the execution of a successful event.
• Must possess strong communication and listening skills, excellent reading and writing.
• Comprehend professional language, either written or spoken, to communicate.
• Ability to effectively present information in one-on-one and small group situations to other employees of the organization.
• Multiple language abilities a plus, fluency in English required.

PHYSICAL DEMANDS

• Ability to move throughout the hotel during visits (standing, walking, kneeling, bending) for extended periods of
• Ability to sit for extended periods of
• Ability to make repeating movements of the arms, hands, and
• Ability to express or exchange ideas verbally and perceive sound by
• Manual dexterity, hand-eye coordination, and ability to work with hand above shoulders.
• Ability to occasionally, regularly, frequently move objects (lift, push, pull, balance, carry) up to 10
• Ability to turn or twist body parts in a circular
• Ability to tolerate exposure to heat, cold, chemicals, and loud/noisy
• Ability to travel via auto or airplane for long periods of

ADDITIONAL REQUIREMENTS

• Assist with department marketing requirement tracking of incentives and goals as directed

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