F&B Administrator

Position: F&B Administrator

Department: Food & Beverage Administration

Reports To: Operations & Business Development Manager

Supervises: Administrative Support Staff

Purpose & Scope

The F&B Administrator provides essential administrative and secretarial support to the Food & Beverage leadership team. This role ensures seamless coordination across departments, accurate record-keeping, and efficient handling of confidential and routine tasks to support day-to-day F&B operations.

Key Responsibilities

General Administration

• Perform secretarial duties: typing, filing, photocopying, fax/telex, and call screening
• Manage incoming correspondence, assess priority, and draft or route responses
• Maintain and update managers calendars; schedule meetings and appointments
• Prepare agendas, take minutes, and distribute notes for departmental meetings
• Establish and maintain filing systems, contact databases, and records; track and follow up on pending items

F&B Support

• Process customer documentation and maintain client contract files
• Coordinate with Finance for invoice processing and petty-cash reimbursements
• Compile and submit daily time-and-attendance records; reconcile discrepancies and prepare monthly reports
• Assist with procurement requisitions and ERP postings for food, beverage, and non-food items
• Support event-planning logistics, including room bookings, vendor coordination, and resource allocation

Communication & Liaison

• Act as a central point of contact between F&B, Operations, HR, and other stakeholders
• Handle confidential materials with discretion and uphold professional office etiquette
• Maintain strong working relationships with kitchen, service, and corporate teams

1. Systems & Reporting

• Generate weekly/monthly F&B performance dashboards (e.g., revenue, covers, cost reports)
• Update organizational charts, process flowcharts, and KPI trackers
• Assist in audit preparation by organizing required documentation

Ancillary Duties

• Participate in cross-departmental committees (e.g., Food Safety, Sustainability, Staff Welfare)
• Support training programs and process-improvement initiatives
• Serve as backup for other administrative roles as needed

Compliance & Quality

• Ensure compliance with company policies, health & safety regulations, and Information Security protocols
• Uphold the organization's mission, vision, and service-quality standards in all interactions

Qualifications & Skills

• Diploma or bachelor's degree in Hospitality Management, Business Administration, or related field
• 12 years of administrative experience in a hospitality or F&B environment
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and ERP systems
• Excellent communication, organizational, and multitasking abilities
• High level of discretion when handling confidential information
• Strong attention to detail and problem-solving mindset

Compensation & Benefits

• Salary: AED 2,500 per month (fixed, non-negotiable)
• Accommodation: Provided
• Meals: Three complimentary meals per day
• Visa & Medical: Fully sponsored and covered by the company
• Airfare: Return economy-class ticket (valid every two years)