Food & Beverage Administrative Assistant

Company Description

BE LIMITLESS
Do what you Love, Care for the World,
Challenge the Status Quo!

WELCOME TO SWISSÔTEL CHICAGO
Swissôtel Chicago is a luxury 4 diamond hotel with 662 rooms and suites located in the heart of downtown Chicago. Inspired by our brand pillar, Vitality, our Swissôtel Chicago family is united by a common vision to re‑engage, re‑inspire and re‑vitalize our commitment to delivering quality service, building quality relationships and living quality lives.

At Swissôtel Chicago, we put the emphasis on our people. We are extremely proud of our Vitality initiatives and offer a variety of wellness programs for our Colleagues, who – in turn – aspire to bring quality of life into our guests’ lives. Our goal is to provide a motivating and rewarding environment that attracts talented individuals who wish to develop their careers within a culture that values creativity and innovation in order to execute winning results aligned with our Vitality vision.

Through our initiatives and Vitality culture, we have been named a Top Workplace by the Chicago Tribune for 8 years in a row!

Be Bold, Be Inspired, Be You.

WHAT YOU WILL BE DOING:

Do you have a desire to learn and grow within the Food & Beverage world? We’re looking for the “backbone” for our F&B Department – someone that will thrive in daily operations while keeping our team organized and motivated. Your attention to detail and excellent communication skills will empower our team to deliver exceptional service to our guests & clients. The F&B Administrative Assistant will spend 70% of their time assisting the Banquets department, and 30% of their time assisting the Outlets department.

• Merge & Review Event listing report.
• Work closely with the Accounting department by providing reports and banquet checks in a timely manner.
• Prepare the daily banquet recap sheet for the Banquet Management team, outlining event start times, group guarantees, and menu selections.
• Track & maintain the daily attendance sheet, ensuring accurate documentation of team member attendance, call‑offs, and schedule changes.
• Daily responsibilities include printing & distributing server tip sheets, daily sign‑in sheets, closing banquet checks, printing buffet labels and event signage.
• Assists with administration and organization of Fair Workweek paperwork.
• Set up team for success by creating cover sheet with detailed list of events, start & end times, and server assignments. Responsibilities also include printing manager, server, and coffee break packets for following day’s events.
• Compile list of all office supplies, uniforms, and any other department supplies for monthly purchasing.
• Keep inventory of all purchases and uniforms via Excel spreadsheets.
• Performs other duties as assigned.

• Assists with administration and organization of Fair Workweek paperwork.
• Provides coverage for breakfast hostess when needed.
• Assists with updating menus and updating prices on POS.
• Handles all purchasing of office supplies, uniforms, and any other request through Birch Street.
• Keep inventory of all purchases and uniforms via Excel spreadsheets.
• Maintain and audit credit card transaction logs to ensure accuracy, proper documentation, and full compliance with PCI standards.
• Monitor & track alcohol & food handler certifications for all team members, ensuring certifications remain current and compliant with local health department regulations.
• Record meeting minutes, and assist with distribution of departmental meeting agendas during department meetings.
• Performs other duties as assigned.

• Occasional standing and walking throughout shift.
• Occasional lifting and carrying up to 50 lbs.
• Occasional kneeling, pushing, pulling, lifting.
• Occasional ascending or descending ladders, stairs and ramps.

• Previous Banquet experience preferred.
• Creative and passionate about customer service.
• Warm and caring personality.
• Highly responsible and reliable.
• Able to work in a high‑pressure environment.
• Excellent interpersonal and communication skills; a team player.
• Strong interpersonal and problem‑solving abilities.
• Ability to read, and understand BEOs.
• Ability to communicate…