At Mauna Kea Resort, we're creating a hospitality company whose future is unlimited and whose values reflect the dedication and passion of our employees. Our success is measured by the quality of the relationships we build with one another, our guests, and our strategic partners. By seeking ways to add value to every encounter, we set ourselves apart from others and instill a sense of pride that is uniquely Prince. We invite you to share this journey with us.
Division: Management & Non-Union (MAN010)
Band 1
MKR F&B Administrative Assistant
Primary Responsibilities:
Oversee and direct all administrative aspects of the food and beverage office including organizing and prioritizing general issues that may involve research, problem solving and analytical strategies. Ensure reports and other operational, advertising and promotions deadlines are met. Compose, prepare, distribute and file correspondence, reports and other documents relating to F & B to include confidential financial and personnel information. Gather, create and manage F&B analysis.
Essential Duties:
- Prepare memos, complete forms, purchase requests/orders and reports.
- Distribute end of month financial statements to department managers.
- Manage OnTrack labor productivity and communicate with F&B staff overages a request explanations of such.
- Process purchase requests and orders, assist in acquisition of materials, supplies and quotation requests.
- Process payroll for culinary and team leaders.
- Maintain records and files on contracts, purchases, payroll and other documents and correspondence
- Assist in preparation and tracking of the department annual operating and CIP budget.
- Assist restaurant managers in verifying or preparing payroll information.
- Clerical support for food and beverage managers.
- Respond and resolve guest or employee concerns in a timely manner.
- Department coordinator for employee activities, charity fundraisers and other F&B special events.
- Ensure all necessary correspondence, bulletins, reports and other information is distributed to F & B managers.
- Take and transcribe minutes of department or resort meetings as requested.
- Answer telephone, respond to phone calls or written correspondence to the appropriate F & B personnel for response.
- Maintain regular office hours (F&B) and be contact person for all F&B information.
- Must be able to effectively communicate with other departments and attend required meetings.
- Assist in merchandising, ordering and inventory.
- Coordinate the dissemination of Food & Beverage Advertising collateral material.
- Assist restaurant managers in updating and printing restaurant menus.
- Coordinate/Input dining reservations for guests and group activities.
- Prepare Open/Close restaurant schedules.
- Perform other related duties as assigned or required.
- Maintain an adequate stock of office supplies, forms and other collateral; update forms for printing.
- Sort and distribute all incoming and outgoing mail and correspondence.
- Maintain department bulletin boards.
- Assist in dining rooms as needed
- Oversee the cleanliness and maintenance of the food and beverage office and equipment.
- Normal office conditions
- Travel between hotels
- Food and Beverage outlets
- Able to work shift and days determined by the Director of Food and Beverage
- Able to work over 40 hours per week when needed
- Proficient in the use of a computer and with the resort’s word, spreadsheet and other required software.
- Telephone
- Various office equipment including but not limited to calculators, photocopiers and facsimile machines.
- Hotel’s POS system.
- Able to prioritize and organize workload to ensure deadlines are met.
- Require initiative to anticipate the needs of the managers in the department.
- Able to sit at a desk to do administrative duties.
- Stand and walk to food and beverage outlets
- Lift and carry up to 10 lbs.
- Able to clearly communicate verbally or over the phone with vendors, employees, department manager and guests/clients.
- Able to respond to inquires in writing.
- Efficient in the use of the computer and hotel software.
- 3 years related work experience.
- Department of Health TB clearance.
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