Food & Beverage Administrative Assistant | Rose Wood

December 12, 2023

Job Description

Job Summary
To provide full administrative support to the F&B Administration office ensuring the upkeep and smooth running of the outlets also supporting alongside the Front of house management team. Working closely with the purchasing, Communication team being involved to supervise, launch and support all the new initiative and upcoming project, assist with incoming enquiries where possible and to perform any other reasonable task as requested by the management.
Assist with maintaining all standards, policies & procedures for the F&B Division. Be involved in training and development programs also running internal audit. 
Task force whenever necessary in all the F&B Outlets: welcoming guest and execute the service.  
Essential Duties and Responsibilities
Responsibilities and duties for this position shall include, but not be limited to, the following areas and activities. At management discretion, direction may be given for tasks outside the scope of work described.
  • Handles all customers complaints and inquiries in a courteous and efficient manner in accordance with Rosewood policy
  • Maintains and administer appropriate and logical filing systems for any data within the F&B Administration department in accordance with appropriate policy and applicable laws 
  • Takes messages and ensures communication is effective & passed on to F&B Management with correct information. 
  • Ensures all F&B related standards are recorded in SOP’s which are to be kept up to date in a manner that improves service quality and consistency throughout the division.
  • Hosts guests at the outlets when required. 
  • Takes care of F&B mailing and provide relevant correspondence with Guest queries. 
  • Is the first point of contact for all non-outlet specific enquiries, channel relevant information to the appropriate manager and follow up if necessary.
  • Pulls trace files on a daily basis and give to F&B Management in the morning. 
  • Distributes memorandums assigned by the DOFB/ADOFB to the relevant parties.
  • Maintains good working relationships with all non-F&B departments especially Front Office, Purchasing, Accounts and Talent & Culture. 
  • Is familiar with the operation, ongoing promotions and events as well as associate movements.
  • Performs related day, evening duties and special project as assigned by DOFB. 
  • Performs daily basis Service related Task to ensure best communication with Guest. 
  • Participate and assist F&B Management in all meetings relevant to the Department including sending agendas, taking and distributing minutes as well as booking rooms and sending and tracking of invitations.
  • Assists the F&B management team with the timely completion of appraisals, departmental discoveries and ITP’s by providing accurate tracking information and follow up.
  • Liaise with Front Office and prepare Guest Preferences Report for F&B and Executive Chef. 
  • Brings great support to the F&B Team and emphasizes pro-activeness within the Department 
  • Ensure compliance of brand standards
  • Strive to achieve departmental targets
  • Ensure cleanliness of work areas
  • Be environmentally 
  • Assist other departments wherever necessary and maintain good working relationships.
Standard Responsibilities
  • Comply and adhere to the Rosewood company policies.
  • Take on other tasks in addition of the ones stated, in a reasonable framework.
  • Be a “brand ambassador” at all times and ensure brand integrity and clarity are always maintained.
  • Model the company’s culture, vision, mission and core values at all times.
  • Review Forbes / Rosewood Brand standards and quality standards (LQA) on a regular basis and ensure they are maintained and delivered at all times.
  • Ensure new technology and equipment is embraced, improving productivity whilst taking work out of the system.
  • Establish and maintain an inclusive environment by ensuring effective two ways communication processes are set up (individual reviews, regular departmental meetings).
  • Responsible for the recruitment, in conjunction with the Talent & Culture Department, of associates.
  • Identify training and development needs on an ongoing basis through hands-on support and frequent interaction with associates.
  • Lead by example in terms of appearance, mannerism, etiquette, behavior conduct, principles and values. Manage by walking around at appropriate times and leads by personal example in terms of guest interaction.