Food and Beverage Administrative Assistant

Food and Beverage Administrative Assistant – Driving Operational Excellence in a Luxury Resort Environment

Join our esteemed Food & Beverage (F&B) team as the **Food and Beverage Administrative Assistant**, where you will play a pivotal role in maintaining the seamless functionality of one of the most prestigious hospitality divisions at Rosewood. In this dynamic position, you will serve as the backbone of administrative operations, ensuring that every process—from procurement to compliance—aligns with the unparalleled standards of a luxury resort. Your meticulous attention to detail, organizational prowess, and commitment to excellence will be instrumental in supporting the F&B leadership team, operational teams, and the broader Rosewood brand.

As the **Food and Beverage Administrative Assistant**, you will be responsible for orchestrating the administrative infrastructure that keeps the department running flawlessly. This role demands a blend of precision, adaptability, and a deep understanding of hospitality operations, as you will manage everything from payroll and inventory documentation to compliance reporting and sustainability initiatives. Your work will directly contribute to the efficiency, profitability, and reputation of the F&B division, ensuring that every guest experience is elevated by the seamless behind-the-scenes operations.

Key Responsibilities and Impact Areas

Your contributions will span across three critical pillars: **Quality Assurance, Financial Stewardship, and Leadership Support**. Below is an overview of the core responsibilities that define this role:

• Quality Assurance and Compliance:
• Uphold the highest standards of administrative excellence by aligning all departmental processes with **Rosewood brand guidelines**, hotel policies, and industry best practices.
• Maintain meticulous records, reports, and documentation—including training logs, compliance files, and operational manuals—to ensure accuracy, accessibility, and regulatory adherence.
• Coordinate the implementation and distribution of **Standard Operating Procedures (SOPs)**, policies, and forms, ensuring they are consistently applied across all F&B outlets.
• Support **Human Resources** in onboarding, transfers, and promotions by managing associate documentation and ensuring timely processing.
• Oversee **inventory documentation** for operating equipment, fixed furnishings and equipment (FF&E), and operational supplies and equipment (OS&E), while monitoring expiry dates for licenses, permits, and certifications.
• Prepare and present **monthly reports** on operational statistics, performance metrics, and sustainability initiatives to drive data-driven decision-making.
• Assist in **internal audits** by compiling and organizing records to ensure full transparency and compliance with Rosewood’s rigorous standards.
• Champion **sustainability efforts** by maintaining documentation related to environmental programs, waste reduction, and departmental compliance goals.
• Financial Stewardship and Procurement:
• Process and track **purchase requests, purchase orders, and supplier documentation** in strict accordance with company procedures, ensuring cost-efficiency and vendor accountability.
• Monitor the procurement pipeline, from request to delivery, and maintain accurate records to support financial reporting and budgeting.
• Collaborate with **Finance and Purchasing departments** to reconcile invoices, resolve discrepancies, and ensure timely payments.
• Assist in **payroll administration**, including attendance tracking, overtime documentation, leave management, and payroll submissions, to ensure accuracy and compliance.
• Generate **financial reports** on operating expenses, procurement activities, and departmental budgets, providing actionable insights for leadership.
• Maintain detailed records of **inventory movements, asset allocations, and capital expenditure requests**, ensuring alignment with departmental and corporate financial policies.
• Leadership Support and Operational Coordination:
• Act as a **strategic partner** to F&B managers and outlet leaders, providing timely and precise administrative support to enhance operational efficiency.
• Foster **cross-departmental collaboration** by coordinating information flow and ensuring consistent communication across the F&B division.
• Support **training, performance reviews, and recognition programs** by maintaining documentation and assisting in documentation-related processes.
• Monitor the completion of critical documentation and follow up proactively to address any delays or gaps.
• Contribute to **process improvements** by identifying administrative inefficiencies and proposing innovative solutions to elevate operational performance.

This role is ideal for an organized, detail-oriented professional who thrives in a fast-paced, high-stakes environment and is passionate about delivering exceptional service—even behind the scenes. If you are eager to make a meaningful impact in a luxury hospitality setting and take pride in maintaining the highest standards of administrative excellence, we invite you to be part of our team.

Join us in shaping the future of Rosewood’s Food & Beverage operations—where precision meets passion, and every detail matters.