Food & Beverage Administrative Assistant

# Food & Beverage Administrative AssistantHot JobLegal Address - Naples, FL 34120## OverviewSalary Range$20.00 - $24.00 Hourly## Description**POSITION SUMMARY**The Food & Beverage Administrative Assistant provides essential administrative and operational support to the Food & Beverage Department, helping ensure seamless daily operations and an exceptional member experience. Key responsibilities include coordinating schedules, maintaining accurate records, assisting with payroll and inventory management, supporting member events, and facilitating effective communication among department leadership, staff, vendors, and other club departments.The ideal candidate is highly organized, detail-oriented, and proactive, with strong communication and multitasking skills. This individual demonstrates professionalism, discretion, and a service-oriented mindset, with the ability to manage competing priorities efficiently in a fast-paced private club environment.**ESSENTIAL DUTIES AND RESPONSIBILITIES****Administrative Support to the Food & Beverage Department*** Provide comprehensive administrative support to the Director of Food & Beverage and the F&B management team to ensure efficient departmental operations.* Prepare, format, and maintain departmental reports, spreadsheets, correspondence, F & B meeting agendas, presentations, and other administrative materials.* Organize and maintain accurate departmental records, files, policies, procedures, and operational documentation.* Coordinate departmental calendars, appointments, meetings, and scheduling needs, ensuring timely communication of updates and changes.* Monitor and respond to phone calls, emails, and internal communications, direct inquiries to the appropriate team members and ensuring timely follow-up.* Handle confidential employee, payroll, and departmental information with discretion, professionalism, and attention to detail.**Payroll & Human Resources Support*** Review Food & Beverage employee timecards for accuracy and completeness and assist with payroll preparation and communicate with F & B Managers.* Monitor and maintain employee schedules using departmental scheduling software, including tracking attendance, meal breaks, paid time off (PTO) requests, gratuity update and payroll adjustments daily basis.* Assist F & B leaders onboarding process for new Food & Beverage employees by coordinating required documentation and communicating onboarding requirements.* Maintain accurate and up-to-date employee files, training records, certifications, and other personnel documentation in accordance with club policies and confidentiality standards.* Coordinate employee orientation schedules and training sessions.* Assist with tracking employee training and certification requirements to support departmental compliance and operational readiness.**Inventory & Purchasing Administration*** Assist with departmental inventory tracking, reporting, and recordkeeping to support accuracy and efficiency.* Prepare and process purchase orders, vendor invoices, and related purchasing documentation in accordance with established Club procedures.* Monitor scheduled Food & Beverage deliveries, verify delivery documentation, and coordinate with vendors to address discrepancies, delays, or outstanding orders.* Maintain accurate and up-to-date vendor contact information, pricing records, product details, and purchasing documentation.* Assist with departmental budget tracking, expense monitoring, and invoice reconciliation to support accurate financial reporting and cost control.* Collaborate with Food & Beverage management to maintain organized purchasing records, monitor supply needs, and support efficient inventory and procurement processes.* Handle departmental operational needs as needed and provide administrative support for departmental initiatives and operational objectives* In addition, work with F & B managers when there are any inquires with billing issues.## Qualifications**QUALIFICATIONS****Education & Experience*** Associate degree or equivalent work experience preferred.* Minimum 2 years of administrative experience.* Hospitality, restaurant, hotel, country club, or food & beverage experience preferred.* Experience with payroll, scheduling, and inventory systems preferred.**Knowledge & Skills*** Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).* Experience with POS and scheduling systems preferred.* Excellent written and verbal communication skills.* Strong organizational and time-management abilities.* Ability to manage multiple projects and deadlines.* Strong attention to detail and accuracy.* Professional appearance and demeanor.**Physical Requirements*** Ability to sit, stand, and walk for extended periods.* Ability to lift and carry up to 25 pounds occasionally.* Ability to work occasional evenings, weekends, and holidays as required by club operations.**Core Competencies*** Organization and Planning* Communication Skills* Confidentiality* Member Service Excellence* Teamwork and Collaboration* Problem Solving* Attention to Detail* Time Management* Professionalism**Performance Expectations*** Maintain accurate payroll, inventory, and administrative records.* Support efficient Food & Beverage operations.* Meet departmental deadlines and reporting requirements.* Demonstrate excellent member and employee service.* Contribute positively to team culture and operational success.**Compensation & Benefits**Compensation is based on experience and qualifications. Eligible full-time employees receive Heritage Bay Golf & Country Club benefits in accordance with club policies #J-18808-Ljbffr