Administrative Assistant - Food & Beverage

  • Job Reference: 381712798-2
  • Date Posted: 27 September 2021
  • Recruiter: Benchmark
  • Location: Kahuku, Hawaii
  • Salary: On Application
  • Sector: Administration

Job Description

Come be a part of something bigger!More than 10,000 dedicated employees around the world bring their unique talents, expertise and experiences to work every day with Benchmark. Our strength lies in our diversity, positive service attitude and determination to succeed. Come be a part of our "Be the Difference" philosophy, where every employee, at every level, in every job strives to capture moments when they can provide memorable, personalized service to our guests, coworkers, and communities.We are a strong believer in offering our employees Work-Life Effectiveness through, practices, policies, and programs to help our employees achieve success at both work and home. Here are just some of the great benefits we offer:+ Medical and Dental insurance to fit your needs+ Benchmark University (You can grow both personally and professionally through on-line webinars and self-study courses) + 401K match (Let us help you build your financial future)+ Companywide Hotel Room Discounts (Who doesn't love to get away)+ Paid Time Off (Holidays/Vacation)+ Employee Assistance Program (We are here to support you)+ Employee family events (bring the kids!)+ Partnerships and discounts with major retailers such as AT, Verizon and Dish to name a few+ Many more, please inquire for more detailsJob Description SummaryProvide clerical/secretarial and administrative support for the Food & Beverage Department, including, computer input, filing, tracing, answering telephones, printing reports, payroll, departmental records/logs, handling small event bookings in restaurant spaces and special eventsJob Description:REPORTS TO: Primary: Resort Manager, Director Restaurants, Executive Chef Secondary: Food & Beverage ManagersSUPERVISES: NoneWORK ENVIRONMENT:Administrative OfficeJob involves working:+ under variable temperature conditions (or extreme heat or cold).+ under variable noise levels.+ outdoors/indoors.+ around fumes and/or odor hazards.+ around dust and/or mite hazards.+ around chemicals.KEY RELATIONSHIPS:Internal: Resort Manager, Food & Beverage Management Team, Sales and Marketing, Planning Team Members and Sales Managers, Administrative Assistants, Banquet, Culinary-Stewarding, Purchasing, Finance, Property Operations, Housekeeping, Guest ServicesExternal: Hotel guests/visitors, potential business clients, job applicants, vendors, corporate office personnel.QUALIFICATIONSEssential:2 years secretarial experience, preferably in the hotel industry. Fluency in English both verbal and in writing. Provide legible communication. Compute basic arithmetic. Ability to:+ perform job functions with attention to detail, speed and accuracy.+ prioritize and organize.+ take shorthand or speedwriting.+ transcribe letters using a word processor and Dictaphone.+ type 80 wpm accurately.+ be a clear thinker, remaining calm and resolving problems using good judgement.+ follow directions thoroughly.+ understand guest's service needs.+ work cohesively with co-workers as part of a team.+ work with minimal supervision.+ maintain confidentiality of guest information and pertinent hotel data.Desirable:High school graduate or equivalent vocational training certificate. Some college or business school training. Familiarity with preparing statistical reports. Fluency in second language, preferably Japanese Previous experience in hospitality industry, preferably a Resort/Conference style hotel. Certified Notary Public. Certification of previous training in computers. Experience with calculators or word processors. Previous guest relations training.PHYSICAL ABILITIESEssential:1. Exert physical effort in transporting 50 pounds.2. Endure various physical movements throughout the work areas.3. Reach 6 inches.4. Remain in up right position for 60 minutes throughout work shift.5. Satisfactorily communicate with guests, management and co-workers to their understanding.Desirable:ESSENTIAL JOB FUNCTIONSMaintain complete knowledge of and comply with all departmental policies/service procedures/standards. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended. Greets guests, vendors, potential business clients, job applicants and other visitors and arranges for transportation services when needed. Operates a multi-line phone system to answer and route incoming calls and to place outgoing calls. Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day. Maintain positive guest relations at all times. Resolve guest complaints, ensuring guest satisfaction. Monitor and maintain cleanliness, sanitation and organization of assigned work areas. Maintain knowledge of all Hotel services/features and hours of operation. Maintain complete knowledge in the use of all office equipment, computer and manual systems. Access all functions of a computer. Set up work station with necessary supplies and resource materials; maintain cleanliness throughout shift. Complete supply requisitions and submits to the Manager; stock office supplies upon receipt. Answer telephone within 3 rings, using correct salutations and telephone etiquette. Handle inquiry calls when the Catering and Conference Services employees are not in the office. Qualify space requests by obtaining pertinent information required and transfer caller and information to Catering and Conference Services and Conference Services Managers. Assist Catering Sales manager directly to book future business for the Conference Services department. Do site inspections with future clients when needed. Record messages legibly and completely; ensure proper distribution of messages. Make telephone calls to specified individuals as requested by the Catering and Conference/F Director and Managers. Greet all individuals arriving at offices courteously and assist with their needs. Contact Managers and inform of client arrivals. Establish and maintain filing system procedures; prepare new client files. Retrieve and distribute departmental mail. Process requests for overnight mail and other delivery/messenger services. Prepare and send faxes; receive and distribute faxes to appropriate personnel. Make photocopies and process as specified. Type correspondence, memos, B.E.O.'s, Daily Event Sheet, Daily Change Sheet, 10-Day Forecast and reports as assigned and distribute according to Hotel standards. Type door cards for each function one day prior to scheduled event and distribute to the Banquet Director and/or Manager. Attend designated meetings, take minutes, transcribe and distribute. Assist Managers in contacting florists and other authorized vendors to coordinate arrangements for functions. Prepare requests for complimentary room reservations when assigned by Managers, following Hotel procedures. Complete and distribute amenity request forms; follow up on any changes. Prepare complimentary and purchase gift certificates according to Accounting policies and procedures. Maintain a current manual on all departmental forms and form letters with instructions. Coordinate service repairs for office equipment, ensuring minimal costs. Prepare work orders for maintenance repairs and distribute to Property Operations. Monitor completion of work orders submitted. Maintain confidentiality and security of specified Hotel information, correspondence, reports and files. Review status of incomplete work and follow up actions with Managers before leaving. Serve our guests. Serve the other Turtle Bay Resort team members who serve our guests. Perform any and all functions as directed - you are a member of the entire Turtle Bay Resort team, not just a member of your department. Take personal responsibility to ensure the success of the team - the team succeeds because of your actions. Always put the team objectives ahead of your personal agenda. Perform the security and safety function of all Turtle Bay Resort employees to ensure the security and safety of all guests and of all fellow employees - be vigilant for all safety/security issues, correct and/or report all issues immediately. Perform the housekeeping function of all Turtle Bay Resort employees - keep your work area clean and neat, and correct and/or report any housekeeping issues outside of your work area in the public and heart-of-the-house areas as you encounter. Perform your sales function - all Turtle Bay Resort employees are sales people for the company and for the property - be knowledgeable of Turtle Bay Resort and of all aspects of your property, and always present both in the best light to guests and to the community at large. Perform your community ambassador function - get involved in your community and represent Turtle Bay Resort and your property well. Always speak first and speak last to guests in a friendly, courteous manner - every guest encounter should include this. Always greet co-workers in the same friendly, courteous manner - never pass a fellow employee without acknowledgement. Deal with all guests and fellow Turtle Bay Resort team members with respect and honesty. Present yourself properly in the work place at all times - full uniform including name badge, dress/uniforms always clean and pressed, personal grooming always up to standard. SECONDARY FUNCTIONS Assist other Administrative Assistant. Coordinate travel arrangements, Hotel reservations and car rentals as required for the Conference/F Director and Managers' business travel needs. STANDARD SPECIFICATIONSRequirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests..... click apply for full job details