F & B Coordinator - N/A11144
Code/Reference:
N/A11144
Applications accepted until:
2020-10-30
Number of Openings
1

Unit:

Carnival City

Location:

Brakpan

Job Purpose

  • To provide administrative and general support to the F&B team, to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.

Education

  • Grade 12
  • Tertiary qualification in administration or hospitality operations

Experience:

 

  • A minimum of 3 years in an administrative function

Skills and Knowledge

  • Team Co-operation
  • Written communication
  • Clerical / Admin
  • Problem-Solving
  • Handling Information
  • Developing relationships

Key Performance Areas:

Office Management

  • Develop a filing system that enables others in the department to be able to access required documents
  • Make sure that all relevant documents and copies can be sourced effortlessly electronically and /or manually.
  • Store confidential documents for safe keeping
  • Keep files, records and reports for the department
  • Troubleshoot and resolve issues with assigned clients.
  • Coordinate the flow of paper and electronic documents to the appropriate parties
  • Follow through on outstanding issues and action lists from minutes

Reports/Minutes/Presentations

  • Conduct research and advanced preparation to meet customer needs (e.g. source graphics).
  • Complete minutes/ presentations / departmental documents
  • Complete reports e.g. comp spend on beverages, food; weekly stats reports, consolidation of BU information
  • Monitor and report on Guest Satisfaction tools viz Voice of the Guest; Guest Questionnaires, etc for the department

Office Administration

  • Manage the diary of F&B Manager
  • Manage office (including e-mails, mail and telephone)
  • Allocate and reconcile purchase orders
  • Submit expense claims to the Finance department as per company policy and procedures
  • Order Gifts/Flowers for special occasions as per management request and per company policy and procedures
  • Escort Guests/visitors to the correct person/location and ensure they are provided with security clearance as per company policy and procedures
  • Monitor staff leave as per department norms and company policy
  • Order stationery and paper (as per company procedures), use anticipated and available on demand
  • Relevant documentation (leave forms, sick leave, etc. loaded or received by relevant department (e.g. HR, finance, payroll, etc.) as required

Meeting/Event Co-Ordination

  • Send out meeting invitations in advance (within reasonable time period to accommodate delegates)
  • Complete and distribute agenda and minutes timeously
  • Book meeting venues according to needs/requirements €“ number of people, equipment, times, access to floor, accessibility, refreshments, and time frames
  • Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc
  • Arrange catering in line with RSVP€™s and dietary requirements of the attendees
  • Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements
  • Itinerary changes co-ordinated and communicated during travel time as per management request and changes e.g. delayed flights, change in meetings, and change in accommodation
  • Activate International roaming for Heads of Department as per company policy and allowance increase
  • Complete documentation for travel including Visa applications; foreign finance, etc

Departmental Support

  • Resolve external customer feedback or complaints or escalate to relevant person/department.
  • Assist with the compiling, documenting and follow-up on project implementation for the department
  • Follow-up on action lists
  • Develop and update a shared folder for the department with relevant and up-to-date F&B operations documentation and processes
  • Conduct ad-hoc projects or research as requested by the F&B Manager

Equity:

Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.