PA to Director of Food & Beverage

Administration

• Submit all menus to (A)DFB for corrections and approval

• Coordinate with hostess, outlet managers to print out the proper menus

• Prepare the daily F&B report for HODs morning briefing.

• Arrange and handle paperwork’s for (A)DFB’s signature

• Handle reservation request received by email and phone.

• Handle all paper work for visa (Jazz singers, guest shift,…)

• Liaise with the Jazz Music company and follow up on the terms and conditions of the contracts

• Liaise with clients for all event contract related (in outlets)

• Record all FB training checklists in a consolidated format before to send it out to P&C

• Work closely with Marcom to ensure the printing of all FB posters and promotions in a proper time frame

• Prepare and send the weekly managers and supervisors schedule to DFB

• Prepare and send the consolidated FB team schedule to Human Resources

• Submit the attendance record form to (A)DFB for signature and send it out to P&C

• File all reply to guests in the “guest comments file”

• File all staff request forms and update it on a daily basis

• Prepare, issue and record all FB purchased gift vouchers

• Prepare FOC form for Jazz Divas or guest shift or entertainment (limousine, rooms…)

• Must be a facilitator for the communication between FB administration and FB operations

• Liaise with sales for all entertainment booking for banqueting

• Handle monthly payment of the entertainment supplier for the entire hotel

• Always maintain professional confidentiality

Scheduling & Human Resources Support

• Prepare and circulate weekly managers’ and supervisors’ schedules to DFB.

• Prepare and submit the consolidated F&B team schedule to Human Resources.

• Submit attendance record forms to (A)DFB for signature and forward to P&C.

• Arrange interview schedules for (A)DFB and F&B outlet managers.

• Follow up on shortlisted profiles and interview outcomes.

• Financial & Revenue Support

• Be aware of the financial target of the department

• Prepare and issue F&B gift vouchers and maintain accurate tracking records.

• Prepare FOC forms for entertainment, guest shifts, and related services (transport, rooms, etc.).

• Handle monthly payments and documentation for entertainment suppliers.

• Maintain awareness of departmental financial targets and support basic tracking of expenses and commitments.

• Assist in preparing supporting documents for audits, supplier reviews, and contract renewals.

Training and P&C Management

• Arrange interview schedule for (A)DFB and FB outlet managers

• Follow up on the profiles selected by (A)DFB

• Consolidate, track, and record all F&B training checklists in a structured and auditable format.

• Ensure timely submission of completed training records to P&C in line with brand and legal requirements.

• Maintain an updated training matrix for all F&B ambassadors (service & culinary), including mandatory, brand, and role-specific trainings.

• Proactively follow up with outlet managers on overdue or pending trainings.

• Support compliance with Accor, Sofitel, and Sofitel Legend standards during audits and internal reviews.

• Maintain accurate and confidential personnel, training, and compliance documentation.

Guest Service Responsibilities

• Ensure full guest satisfaction at any time

• Develop customer loyalty and recognition

• Help to develop the FB guest’s database

Marketing & Communication

• Work closely with Marcom to ensure timely printing and distribution of all F&B promotional materials.

• Coordinate internal communication related to F&B activations, promotions, and special events.

• Support digital updates (menus, promotions, outlet information) in coordination with relevant departments.

Guest Relations & Quality

• File and maintain all guest feedback and replies in the guest comments database.

• Support guest recognition initiatives and loyalty programs.

• Assist in developing and maintaining the F&B guest database.

• Ensure a professional and service‑oriented approach in all guest and partner interactions.

Events & Operations Support

• Support planning and coordination of major F&B events and activations.

• Liaise with Sales and Events teams for entertainment bookings related to banqueting.

• Coordinate logistics, documentation, and follow‑ups for special events.

Meetings to attend

• Attend the daily F&B briefing

• Attend the bi monthly promotion meeting

• Attend Rev Pro meeting

Miscellaneous

• All ambassadors are required to comply with every reasonable request from their hierarchical supervisor(s) within an amount of time that it takes to comply under normal circumstances.

• All ambassadors may be assigned to other duties in the hotel as and when required by business levels.

Talent development through learning programs by Academy Accor.

Opportunity to grow within the property, the company and across the world!

Contribute and make a difference to the Metropole community and to the city through our social responsibility activities, such as Planet 21.

• Minimum 3 years experience in the same position

• Solid foundation on client handling & business development

• Excellent communication and interpersonal skills

• Strong in Microsoft Office suite

• Fluent in English and Vietnamese (spoken& written)

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