Secretary to Food & Beverage Manager

1. Position Overview
Secretary to F&B Manager is responsible for working in all areas of Food and Beverage as needed to ensure the smooth running of departmental operations.
2. Essential Duties & Responsibilities
• Assist F&B Manager in running the day-to-day operation of all outlets.
• Be able to work in all areas of Food & Beverage including Restaurant, Bar and Banqueting.
• Represent F&B Manager with guests in his absence, and on incoming telephone calls, particularly as relates to complaint handling; and maintain daily reports to F&B Manager.
• Prepare menus including: making, editing, printing menu for relevant food set. Translation & correction of menus when required.
• Work closely with Executive Chef and Kitchen team with regards to the daily checking of quality and quantity of all food and beverage.
• Work closely with Secretary to Executive Chef and share with her ERP workload.
• Handle beverage order & purchase request of F&B department with Sommelier and Outlet Managers.
• Handle meeting and appointment schedule of F&B Manager, take note during briefing or meeting.
• Receive, handle and disburse all incoming memos and post in an appropriate manner.
• Assist to manage F&B staff including: documentation, recruitment, duty roster, leave balance, attendance and punctuality...
• Provide support to outlet managers in performing their tasks efficiently.
• Prepare logbook and make the monthly attendance record for all outlets of F&B service (FBO, La Table Hanoia, Cashiers, Banqueting).
• Double check and follow up beverage inventory in coordination with Accounting and Bar team.
• Prepare various reports (top sales analysis, manning situation, purchasing plan, inventory...) as required by F&B Manager.
• Coordinate all bookings, especially VIP events to make sure the events run smoothly.
• Double check daily functions and inform amendment (if any) to related departments.
• Maintain and enhance efficient filing system ensuring easy access to key documents.
• Maintain and update F&B Manager's database on a regular basis.
• Assist F&B Manager in training and coaching staff.
• Provide support to the overall operations when required.
• Carry out the other tasks or part take in other projects as assigned.