The Food & Beverage Administrative Assistant is responsible for assisting with the daily activities and administrative functions for the Director of Food and Beverage and ultimately all the Food and Beverage managers of the department.

Responsibilities

• Answers phone lines in a timely manner
• Takes messages, handles customer requests and communicates requests to appropriate departments.
• Performs daily office duties including, but not limited to, filing, faxing, copying, creation of files, gift certificates, retrieving and delivering mail, and creating and delivering amenity requests with cards to Star Services.
• Ensure that any VIP reservations are entered into the PMS/SevenRooms and coordinate amenity and card as needed.
• Execution and development of F&B marketing
• Assembling of the departments Event Calendar and Brand Calendar.
• Updating of “outlet” website using the designated platform as needed.
• Assist in execution and attend buyouts, functions, and designated parties to provide support, ensure guest satisfaction, and promote future business.
• Coordinate operations between departments.
• Taking, typing and distribution of meeting minutes from monthly F&B meetings.
• Prepares and distributes all correspondence, including letters, emails, etc. for DOF&B or other managers as needed. Ensures that all correspondence is 100% accurate.
• Schedules and prioritizes work load for the DOF&B.
• Generate the Weekly F&B Activity Report
• Distribute monthly forecast.
• Ability to generate 30-60-90 day forecast as needed by Director of Food & Beverage.
• Maintain Reference Library, association memberships, trade show information, & mailing lists.
• Works with the IT Manager to create necessary reporting for DOF&B.
• Develop and maintain productive, service focused working relationships with external and internal customers, representing the company and becoming a known point of contact.
• Work as a team, helping all departments to complete the required activities or projects that ensure we achieve successful events or outcomes reflecting the brand.
• Provide accurate, up to date information to appropriate internal contacts, responding to requests in a timely manner, and maintaining a working knowledge of the hotels products and services.
• Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies.
• Provide support when Director of Food and Beverage and/or other administrative support personnel are out of the hotel.
• Perform daily and weekly tasks as outlined by the Director of Food and Beverage.
• Have a personal impact, taking responsibility and using initiative to resolve issues.
• Approach tasks orderly, with tenacity and determination, completing work to the required standard within the deadlines agreed.
• Maintain a high level of professionalism in dealings with customers.
• Be motivated, committed and enthusiastic, seizing opportunities to learn new skills or knowledge in order to improve personal performance.
• Be flexible, responding quickly and positively to changing requirements.
• Maintain team focus by showing co-operation and support to colleagues in the support of department goals.
• Maintain filing system. File contracts and correspondence daily.
• Scheduling of appointments for Director of Food and Beverage.
• Computer support: Word processing, spreadsheets, databases, e-mail and Windows applications – PowerPoint for DOF&B and F&B Team.
• The ability to effectively execute/maintain site tours as needed and inquiry calls
• Checks email daily and distributes potential F&B issues to the responsible manager.
• Knowledge of Hard Rock Hotel New York food and beverage operations.
• Assists in organizing F&B events and sending collateral to customers, clients, and staff.
• Assists other F&B Managers as needed, or as business levels require.
• Collating and copying informational and F&B marketing packets for meetings; mailing as requested.
• Ensure all site F&B inspections and client visits to the hotel are successful by detail planning and communicating accurate details in advance to all departments.

This job description reflects the position’s essential functions; it does not encompass all of the tasks that may be assigned.

Qualifications:

EXPERIENCE, EDUCATION, AND CERTIFICATIONS

• High school diploma or equivalent experience and training, college degree preferred.
• Two years' experience, preferably in the hospitality industry or a marketing / sales field.
• Experience with CRM platforms.
• Expertise in social media platforms
• Background in music industry a plus.

SKILLS

• Presentation of a professional image to guests, clients, and potential function coordinators.
• Composure during stressful events.
• Possession of a take charge attitude tempered with diplomacy.
• Ability to work independently while ensuring that managers and/or clients possess the pertinent information for the execution of a successful event.
• Must possess strong communication and listening skills, excellent reading and writing.
• Comprehend professional language, either written or spoken, to communicate.
• Ability to effectively present information in one-on-one and small group situations to other employees of the organization.
• Multiple language abilities a plus, fluency in English required.

PHYSICAL DEMANDS

• Ability to move throughout the hotel during visits (standing, walking, kneeling, bending) for extended periods of
• Ability to sit for extended periods of
• Ability to make repeating movements of the arms, hands, and
• Ability to express or exchange ideas verbally and perceive sound by
• Manual dexterity, hand-eye coordination, and ability to work with hand above shoulders.
• Ability to occasionally, regularly, frequently move objects (lift, push, pull, balance, carry) up to 10
• Ability to turn or twist body parts in a circular
• Ability to tolerate exposure to heat, cold, chemicals, and loud/noisy
• Ability to travel via auto or airplane for long periods of

Hard Rock complies with the City’s Workplace Vaccination requirements.

ADDITIONAL REQUIREMENTS

• Assist with department marketing requirement tracking of incentives and goals as directed

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Night shift
• Overnight shift

Ability to commute/relocate:

• New York, NY 10036: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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