F&B Administrative Assistant

General Definition:

The Food & Beverage Administrative Assistant provides comprehensive administrative and operational support to the Director of Food & Beverage and departmental leadership to ensure the efficient operation of all Food & Beverage outlets. This position serves as the primary administrative resource for the department by coordinating payroll, reporting, purchasing, personnel administration, inventory documentation, and regulatory compliance activities. Through effective communication, organization, and attention to detail, the Food & Beverage Administrative Assistant supports departmental operations by maintaining accurate records, preparing operational and financial reports, coordinating cross-functional initiatives, and delivering exceptional internal customer service.

Essential Job Functions:

• Provide administrative and operational support to the Director of Food & Beverage and departmental leadership.
• Serve as the primary administrative point of contact for the Food & Beverage Department, coordinating communications and responding to inquiries.
• Prepare, reconcile, and maintain gratuity and tip distributions for eligible Food & Beverage Team Members in accordance with company policies and applicable regulations.
• Maintain confidential personnel records, schedules, attendance documentation, injury reports, training records, and other departmental files in accordance with company policies and record retention requirements.
• Analyze payroll, labor, inventory, gratuity, purchasing, and operational data to identify discrepancies, reconcile information, and provide accurate reporting for departmental leadership.
• Assist the Director of Food & Beverage in monitoring departmental performance by preparing reports related to labor costs, payroll expenses, revenues, gratuity distributions, inventory performance, and other operational key performance indicators.
• Coordinate purchasing activities, prepare purchase orders, maintain inventory records, and assist with ordering departmental supplies, equipment, and operational materials.
• Enter, maintain, and reconcile inventory records while supporting inventory control processes and reporting requirements.
• Prepare correspondence, reports, presentations, meeting materials, and other departmental documentation.
• Coordinate communication between Food & Beverage departments, support departments, vendors, and external partners.
• Answer department telephones, greet visitors, and direct guests, team members, and vendors to the appropriate department representative.
• Maintain organized filing systems and departmental records in accordance with company policies and audit standards.
• Identify administrative process improvements that enhance departmental efficiency and customer service.
• Maintain departmental licenses, permits, certifications, and regulatory documentation while coordinating renewal activities and tracking compliance deadlines.
• Perform other duties as assigned.

Minimum Qualifications:

• High School Diploma OR GED
• Minimum of two (2) years of administrative, office coordination, payroll, accounting, hospitality administration, or related experience required.
• Experience processing payroll, gratuity distributions, labor reporting, payroll reconciliations, or financial reporting preferred.
• Prior experience supporting a multi-unit hospitality, food and beverage, gaming, or entertainment operation is preferred.

Knowledge, Skills and Abilities:

• Excellent written, verbal, and interpersonal communication skills 
• Computer proficiency, including MS Office (Excel, Word, Outlook, PowerPoint)
• Ability to collect, validate, reconcile, analyze, and present information from multiple software systems and reporting sources.
• Working Knowledge of payroll processing, labor reporting, gratuity administration, inventory control, and purchasing practices preferred.

Training: 

• Must be able to complete Title 31 training. 

Licenses/Certifications/Other:  

• Must be able to pass a background check and receive a license or permit from any Regulatory Agency, if applicable, to perform the essential job functions
• Must be able to complete a pre-employment drug test with a negative result.
• Must be able to obtain ABLE License