Administrative Assistant I

Roles and responsibilities

OVERVIEW/BASIC FUNCTION:
Manages and organizes the office work of the kitchen office to the highest professional standards. Executes assigned tasks independently and with the necessary confidentiality demanded from his position. Attends to the daily schedules of the Executive Chef, Executive Sous Chef and Banquet Chef

RESPONSIBILITIES:
• Assists the Executive Chef, Executive Sous Chef and Chef de Cuisine in charge of Banquet and Production Kitchen in all administrative matters.
• Administers the central filing system of the Chef offices.
• Handles confidential matters treated or discussed in the Chefs offices with care. Ensures that no confidential information are leaving the office area without the specific instruction of the Executive Chef.
• Ensures proper EDP procedures are being followed within the Chef offices and that no access is being given to others. Ensures that passwords for confidential files stored in the system are not accessible to other users.
• Assists visitors while waiting
• Ensures proper message handling, telephone calls and follows up pending items for and on behalf of the kitchen department.
• Keeps his work environment clean and proper at all times
• Works on Word, Power Point, Excel
• Ensures proper availability of office supplies and printed matters related to the kitchen offices.
• To be team oriented and to be able to cope with a high volume of business.
• Has to be friendly, attentive with positive attitude and always use proper language. Does not speak about personal problems, politics or religious concerns.
• Prepares and distributes function sheets, material list according to standards given.
• Documentation to know about:
• To be aware of kitchen training handouts, hotel facilities, fire procedures, job description and employee handbook
• Carries out other kitchen related duties that may occur.
QUALIFICATIONS:
• Experience: Minimum one year’ experience in a similar capacity for a 4 or 5 star hotel or restaurant.
• Education: High school diploma.
• General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a 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.
• Technical Skills: Ability to enforce hotel's standards, policies and procedures with all kitchen personnel; ability to prioritize, organize and delegate work assignments; ability to direct performance of kitchen staff and follow up with corrections where needed; ability to motivate kitchen staff and maintain a cohesive team; ability to promote positive work relationships with service personnel and other departments; ability to ascertain staff training needs and provide such training; proficiency with Microsoft Office products; ability to type a minimum of 45 words per minute.
• Language: Required to speak, read and write English, with fluency in other languages preferred.
• Physical Requirements: Must be able to exert physical effort in transporting _____ pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.
• Licenses & Certifications: None required.

Desired candidate profile

Administrative Skills

1. Organization: Keeping schedules, managing multiple priorities, and maintaining records efficiently.
2. Communication: Handling emails, phone calls, and correspondence professionally.
3. Time Management: Scheduling meetings, appointments, and ensuring deadlines are met.
4. Data Entry: Accurately inputting data into spreadsheets, inventory systems, or databases.
5. Problem-Solving: Addressing and resolving issues quickly and effectively.
6. Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, and Outlook.
7. Event Coordination: Assisting in the planning of events, menus, or special promotions.

Food and Beverage Industry Skills

1. Inventory Management: Monitoring stock levels and coordinating orders.
2. Customer Service: Ensuring excellent service and addressing guest inquiries.
3. Knowledge of F&B Operations: Understanding menus, recipes, or event requirements.
4. POS Systems: Familiarity with Point of Sale systems like Toast or Square.
5. Compliance Knowledge: Awareness of food safety standards and health regulations.