Food and Beverage - Administrative Assistant

Job Summary

The Food and Beverage Administrative Assistant provides administrative and coordination support to the Food and Beverage department, helping ensure efficient daily operations across restaurants, bars, banqueting and other service areas. The role maintains accurate records, supports scheduling and purchasing activities, coordinates communication and assists managers and team members with day-to-day operational requirements.

Key Responsibilities

Food and Beverage Administration

• Provide general administrative support to the Food and 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 as required.
• Manage incoming calls, emails and enquiries, directing requests to the appropriate department or manager.
• Draft and distribute internal communications, notices, schedules and operational updates.

Scheduling and Operational Coordination

• 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 and Beverage events.
• Support the coordination of restaurant, bar, banqueting and private event requirements.
• Liaise with kitchen, housekeeping, finance, human resources, procurement and other departments to support smooth operations.
• Monitor deadlines, follow up on outstanding actions and escalate operational issues to the relevant manager.

Purchasing, Stock and Financial Administration

• 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 where required.
• Assist with the preparation of sales summaries, cost reports, stock reports and other Food and Beverage performance reports.

Compliance and Service Support

• Ensure departmental records and processes follow company policies, food safety requirements, licensing conditions and health and safety standards.
• Support the maintenance of food safety, hygiene, training, equipment and audit documentation.
• Handle guest, customer and colleague queries professionally and refer complaints or complex matters to the appropriate manager.
• Maintain confidentiality when handling employee, customer, supplier and financial information.
• Carry out other reasonable duties required to support an efficient and well-organised Food and Beverage operation.

Qualifications and Experience

• Previous experience in an administrative assistant, coordinator, secretary or office support role is required; experience within Food and Beverage, hospitality or a similar service environment is desirable.
• Good understanding of administrative procedures, document control, filing and record keeping.
• Proficiency in Microsoft Office, including Outlook, Word and Excel.
• Experience preparing reports, maintaining spreadsheets and processing invoices or purchase documentation is an advantage.
• Knowledge of Food and Beverage operations, stock control, purchasing or hospitality systems is desirable.
• Strong written and verbal communication skills in English.
• Excellent attention to detail and the ability to maintain accurate records.

Key Competencies

• Organised, proactive and able to manage multiple priorities within required timeframes.
• Professional, approachable and customer-service focused.
• Strong coordination, problem-solving and follow-up skills.
• Able to work independently while collaborating effectively with managers and operational teams.
• Reliable, flexible and willing to support changing operational requirements.
• Able to work varied hours, including evenings, weekends and public holidays, when required by the business.