Food & Beverage Operations Administrative Assistant | Temporary - Omni Hotels & Resorts

Location

Omni Hotels and Resorts creates genuine, authentic guest experiences at 60 distinctive luxury hotels and resorts in leading business gateways and leisure destinations across North America. Omni Hotels is known for its exemplary culture, authenticity to the markets in which we operate, innovation and exceptional service.  Our commitment to career development has created tenure and loyalty that enables us to perpetuate our family atmosphere.

Job Description

Provide administrative support to the Food & Beverage Operations team, with a focus on F&B menu programming and creative initiatives.

This role is a temporary assignment, with an expected duration of approximately 4-6 months. The role reports to the Vice President, Food & Beverage. 

Responsibilities

 DAILY RESPONSIBILITIES:

• Provide outstanding guest service to hotel associates, customers and vendors.

• General office duties include routine correspondence, filing, copying, e-mailing.

• Coordinate all travel/hotel arrangements for Corporate Executive Chef & Vice President of Food & Beverage.
• Booking tickets, arranging hotel and rental car.
• Completing and submitting expense reports.
• Coding the travel invoice to the proper accounts.
• Create and coordinate trip itineraries.

• Coordinate internal/external meeting arrangements, including conference calls.

• Handle immediate situations and assess relative to importance of each; prioritize and provide independent follow through as required.

• Review all incoming mail for Operations and implement required action.

• Take necessary action on all incoming phone calls.

• Support calendars for F&B Team in Microsoft Outlook. Also transfer this information to a manual calendar on desk.

• Manage shared calendar for task force travel. Report travel/ billing schedule at end of month.

• Support all properties with menu edits and approvals.

• Track hotel Shoppers Reports. Follow up with hotels’ Controller and F&B Director to make sure reports are answered to Regional Controller in a timely manner.  File once the information is complete.

• Process PEA (Project Expenditure Authority) forms for all hotels. Including tracking in Excel, obtaining all signatures required, forwarding signed PEA back to the hotel, and filing appropriately.

• Support misc. administrative tasks as they arise.

WEEKLY RESPONSIBLILITIES:

• Support the creative function of department communication (ie. presentations/ newsletters, etc).

• Keep minutes & manage action items from bi-weekly department meetings.

• Create Medallia reports.

• Manage updates to project tracking. Report on needs.

• Process miscellaneous invoices – code and obtain necessary approvals.

MONTHLY RESPONSIBLITIES:

• Order office supplies for department.

• Order various supplies for F&B Dept.

• Coordinate OSE samples/ planning and decks for F&B development.

• Monthly P&L- Support the scorecard process & compilation of monthly reporting
• Support administrative function of Ecosure reporting
• Manage the administrative function of CIA Prochef mentorship program
• Big 4 Inventories- compile results from each property
• Support content creation for monthly activations

Qualifications

• Proficient in Microsoft Office (Word, Excel, Outlook, and Powerpoint).
• Proficient in design software (Adobe InDesign/Illustrator/Photoshop, Canva).
• Proficiency in social media platforms (Instagram/ LinkedIn)
• Excellent written and verbal communication skills.
• Excellent organizational skills. Ability to handle multiple priorities.
• Ability to work independently with minimum supervision.
• Flexibility and capability to take on special assignments/projects as directed
• Ability to maintain strict confidentiality.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.