F&B Secretary

Job Summary – (Role Summary)

Tóm tắt công việc

• Manages and organizes all the clerical tasks in the department, ensuring timely distribution of communication, correspondence and documents within food and beverage division and through out the Hotel under guidance of F& Manager

Essential Duties and Responsibilities – (Key Activities of the role)

Yêu cầu và trách nhiệm công viêc:

• Responsible for organizing and maintaining up to date filing system in the food and beverage, ensuring its efficiency and effectively.

• Responsible for monitoring and controlling the consumption of operating supplies in the food and beverage and sales office.

• Updates the Banquet Reservation Book in the food and beverage office and makes sure itmatches with the Computer System, and gives priority to the best profit yield.

• Traces tentative booking and confirmed bookings, from Sales.

• Capable of handling guest complains promptly and professionally.

• Prepares cancellation and amendment forms immediately after notice is given.

• And ensures timely distribution of information to all Department concern

• Prepares other reports required from Food and beverage department and Sales.

• Drafts and types correspondence, booking contracts, quotations, letter of confirmation,

• Thank you letters, for the Banquet Dept.

• Responsible for organizing and maintaining up to date filing system in the food and beverage and sales division, ensuring its efficiency and effectively.

• Facilitates the information distribution and follows through the accomplishment of action required to deliver sales commitment to the client, in terms of Hotel room, service and preparation of food and beverage, set up. and other requirements.

• Communicates with clients or guests, visiting the office or calling the office, efficiently and courteously, extending a positive impression of the Hotel. Communicates with clients, VIP guests, government officials and other important individual in the community while promoting the products and services of the Hotel.

• Communicates with clients, VIP guests, government officials and other important individual in the community while promoting the products and services of the Hotel.

• Manages time effectively, to ensure quality and quantity work at the least time possible.

• Determines priorities of tasks that need to be completed, while meeting deadlines.

• Manages the appointment book of the Food and Beverage Manager and the Sales Director, to ensure appointments are scheduled properly.

• Reminds the Food & Beverage Manager and Sales Director appointment and meeting.

• Prepares requisition for operating supplies and office supplies.

• Capable of taking minutes of meeting accurately and ensures prompt distribution.

• Attends meetings and training sessions organized by the Hotel management for the staff.

• Checks with the Executive Chef before function date if all food arrangement is confirmed.

• Solves variance and deficiency of service and product from the standards on the spot, must immediately report concerns to the manager.

• Reports to the F&B Manager

• Establishes two way communications with related departments like other outlets, Banquet & Catering Sales, Kitchen, Engineering, Housekeeping, Stewarding and PR and Art Department.

• Communicates effectively with guests, subordinates, immediate superior and other department heads. Capable of expressing clearly, listening and absorbing information.

• Interacts with clients, guests, government officials, suppliers and other important individuals in the community in promoting the banquet service and hotel.

• Reports all guest comments, complains, unusual incidents to the F & B Manager and sales team.

• Accomplishes and distributes the Banquet Function Sheet.

• Attends the daily Sales briefing and the weekly Food and Beverage Coordination Meeting

• Responsible for maintaining all business machine like computers, type writers, etc., in good working condition in the food and beverage office.

• Act custodian of office supplies and other office forms

• Be aware of hotel’s fire evacuation and emergency policies and procedure.

• Establishes a good relationship with superior, co-employees within the department and amongst other department in the performance of work.

• Provides assistance to co-employees within the department and amongst the department, in the delivery of goods and services, for the benefit of the guest and the Hotel.

• Checks with the Executive Chef before function date if all food arrangement is confirmed.

• Participates in the food tasting before meal service.

• Faire Knowledgeable of food and beverage Outlet including menu items and beverage.

• Solves variance and deficiency of service and product from the standards on the spot, must immediately report concerns to the manager.

• Knowledgeable of all the services, facilities, activities and promotions in the Hotel.

• Handles walk-in inquires and reservation for function rooms, outlets and guest rooms.

• Other tasks to be assigned

- Competitive Benefit

- Salary: Negotiate

Required Skills – Kỹ năng yêu cầu

• Good command in both spoken and written English.

• Should have pleasing personality.

• Excellent secretarial skills

• Good knowledge of food and beverage service

Qualifications –Bằng cấp

• Diploma or degree in Hotel Management or related field. Familiar with Point of sale systems, MS office, Property management systems etc.

Experience – Kinh nghiệm

• 2 – 3 years of work experience in Food & Beverage gained from a 5 star international property, along with 1 year experience in a the same position or a similar role an advantage.

• Type and level of experience required may vary slightly based on size and complexity of operation

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