Food & Beverage Administrative Assistant

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, 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, directing 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 processing.

Monitor and maintain employee schedules using departmental scheduling software, including tracking attendance, meal breaks, paid time off (PTO) requests, and payroll adjustments.

Support the 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.

Events & Activities Department Support Support the Events & Activities Department in the planning, coordination, and execution of Club events, member activities, and promotional initiatives.

Assist the Events & Activities Department in preparing and organizing event packets, menus, floor plans, function sheets, and other event related materials.

Support event reservation management and coordinate event-related communications with members, staff, and relevant departments to ensure accurate information and timely follow-up.

Assist the Events & Activities Department in maintaining and updating event calendars, activity schedules, and promotional timelines to ensure accurate and effective coordination across departments.

Assist the Events & Activities Department in communicating event details, updates, and operational requirements to the Food & Beverage team and other relevant departments to support seamless event execution.

Operational Support Compile and prepare daily, weekly, and monthly operational reports…