[GAKU Teppanyaki Restaurant] F&B Administrative Assistant

We are seeking a bilingual and highly organized Administrative Assistant to support the F&B leadership team during the critical pre-opening phase of a new high-end hospitality venue. This role provides key administrative and coordination support to ensure smooth cross-functional execution, accurate documentation, and timely progress tracking across departments.

The ideal candidate is detail-oriented, proactive, and capable of working independently in a dynamic, deadline-driven environment.

Key Responsibilities

Administrative Support

• Assist the F&B and Project Lead with day-to-day administrative tasks and documentation.

• Prepare and manage reports, forms, schedules, and internal communications in both Vietnamese and English.

• Organize and coordinate meetings: scheduling, agenda preparation, note-taking, and action tracking.

• Manage calendars, meeting logistics, and travel arrangements as required.

• Monitor team task progress and follow up with relevant departments to ensure timelines are met.

• Draft and submit expense claims, procurement forms, and supplier correspondence.

Project Coordination

• Act as a liaison between the F&B team and key departments such as HR, Procurement, Finance, and IT.

• Track administrative paperwork related to construction, technical documentation, project milestones, and vendor coordination.

• Support follow-ups with Legal and other departments for licenses, permits, and official documentation.

• Maintain clear records and filing systems (digital and physical) for all pre-opening materials.

Operational Readiness Support

• Help monitor readiness across front-of-house and back-of-house areas through checklists and reporting tools.

• Coordinate and track deliverables from suppliers and contractors relevant to the F&B setup.

• Provide support on-site as needed to assist with inspections, installations, or setup coordination.

• Collaborate with a passionate and talented team led by Japanese culinary experts.

• Grow professionally in a high-performance, dynamic environment committed to excellence

Key Competencies

• Fluent in Vietnamese and English (written and spoken) – required

• Strong organization and time-management skills

• Detail-oriented, proactive, and able to work under pressure

• Excellent interpersonal and communication skills

• Ability to handle confidential information with professionalism

• Strong problem-solving skills and ability to follow through with minimal supervision

• Comfortable working across departments in a dynamic, fast-paced environment

Qualifications & Experience

• University degree in Business Administration, Hospitality Management, or related field

• Minimum 2–3 years of experience in an administrative support role

• Experience in hospitality, F&B, or project coordination environments preferred

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)

• Experience with cross-functional coordination in bilingual work settings is a strong advantage