Food & Beverage Administrative Assistant

About the role

The Food & Beverage Administrative Assistant provides essential administrative and coordination support to the Food & Beverage department, ensuring smooth daily operations across restaurants, bars, banqueting and other service areas. This role maintains accurate records, assists with scheduling and purchasing, and supports managers and team members with operational requirements.

Key responsibilities

• Provide general administrative support to the Food & Beverage management team and service outlets.
• Prepare, organise and maintain departmental documents, reports, forms, menus, price lists and operational records.
• Maintain accurate filing systems, contact lists, staff records, supplier information and departmental correspondence.
• Prepare meeting agendas, take minutes and distribute action points and follow‑up information.
• Manage incoming calls, emails and enquiries, directing requests to the appropriate department or manager.
• Draft and distribute internal communications, notices, schedules and operational updates.
• Assist with the preparation and communication of staff rotas, duty schedules, training schedules and annual leave records.
• Coordinate appointments, departmental meetings, briefings, training sessions and Food & Beverage events.
• Support the coordination of restaurant, bar, banqueting and private event requirements.
• Liaise with kitchen, housekeeping, finance, HR, procurement and other departments to ensure smooth operations.
• Monitor deadlines, follow up on outstanding actions and escalate operational issues to the relevant manager.
• Assist with purchase requisitions, purchase orders, invoices, delivery notes and supplier documentation.
• Liaise with suppliers and the procurement team regarding orders, deliveries, product availability and discrepancies.
• Support the monitoring of food, beverage, operating supplies, stationery and equipment stock levels.
• Maintain accurate records of departmental expenses, petty cash, complimentary items, discounts and other financial information.
• Assist with the preparation of sales summaries, cost reports, stock reports and other performance reports.
• Ensure departmental records and processes comply with company policies, food safety requirements, licensing conditions and health and safety standards.

Required profile

Required skills