What are the responsibilities and job description for the F & B Administrative Assistant position at Jupiter Island Holdings?
Mc - Admin Assistant
JOB SUMMARY: Assists to execute all administrative work required for the Food and Beverage Department as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Performs Food and Beverage clerical functions including translating dictated instructions to Members and staff; circulating correspondence, memos and reports; typing; laying out; and completing other administrative projects as needed.
Assists with ensuring all Food and Beverage paperwork is completed in a timely manner. This includes typing and distributing function sheets and cover letters; filing; proofreading information; and making necessary corrections prior to distribution.
Works closely with other Club and department administrative assistants and managers to ensure club policies, information and details are provided to the members, consistently and accurately.
Helps F&B Office Manager to maintain published calendar, private bridge schedule, JIRA event schedule and Outlook calendar.
Updates, edits, and publishes the Club Calendar monthly with information received from all department heads.
Books private parties. Schedules staff and equipment for private parties and Club functions. Meets with Members and coordinates meetings between Members and Chef, the Food and Beverage Managers, and the Food and Beverage Director.
Creates Day Camp calendar with Day Camp Supervisor.
Helps to book entertainment and fills out check requests as needed
Assists with billing of Club events, Banquets and Committee Meetings
Interfaces with JIRA, HSCC, Historical Society, and Jupiter Island Garden Club to schedule events and edit club calendar. Handles all of their needs for cocktail parties and event specifics.
Coordinates Club Committee Meetings. Reviews meeting minutes provided by Protocol Services.
Assists other departments as needed
Maintains a neat, professional appearance with proper nametag and attire throughout each shift.
Performs other duties as assigned related to this position
Assists with Dining Reservation Personnel on the following tasks as needed:
• Works in conjunction with Dining Room Supervisors and Managers to ensure all reservation requests are executed throughout the dining process to maximize Member satisfaction and dining room efficiency.
• Performs the duties of receptionist as needed and assists in promoting friendliness, goodwill, and hospitality among Members and their guests to ensure total Membership satisfaction.
• Produces and posts all fliers and posters associated with the Food & Beverage Department in a timely manner, when needed.
• Prepares and proofs Menus
• Informs Kitchen on a continual basis of the status of reservations for daily meals, upcoming Club events or private parties. Promotes a proactive flow of information.
• Oversees cover counts are recorded properly on appropriate forms as to aid interdepartmental flow of information.
• Displays exceptional phone skills and must be positive, friendly, assertive, helpful and proactive in anticipating Member needs. Must provide good follow up to Members.
EDUCATION AND EXPERIENCE: Associate degree or equivalent from two-year college or technical school and five years related administrative experience; or an equivalent combination of education and experience. Must be proficient in Microsoft Packages including Word, Excel, and Publisher, and should be familiar with reservations procedures. NorthStar and Food and Beverage experience preferred. Must be able to type 50 wpm. Applicants must be fluent in English.