Food & Beverage Administrative Assistant

**SUMMARY**

Under the direction of the Food and Beverage Services Manager, the Food and Beverage Administrator is a key member of the Food and Beverage Team, assisting the department in providing exceptional customer service in booking and invoicing for all food and beverage needs for their event. The primary responsibility of the Food and Beverage Administrator is to provide administrative support to the Food & Beverage Manager.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

Under the direction of the Food and Beverage Services Manager, the Food and Beverage Administrator is responsible for, but not limited to, the following:
**Core Functions**
- Coordinate and collate all event information as it applies to food and beverage requirements for the park, in perpetuity, for a minimum of one month. Publish the information in EventPro within two weeks of the event start date.
- Responsible for serving customers in person, online and via the telephone to assess and fulfill their event needs relating to food and beverage to the highest standards of satisfaction.
- Interacts with customers to provide information in response to inquiries about food and beverage services and handles and resolves complaints.
- Working in EventPro to see the big picture and attending all meetings, as well as working closely with other Business Units to ensure all teams are moving in the same direction.
- Work with and support the entire culinary team when it comes to special event requests and menu requirements.
- Follows all Westerner Park procedures and stndards when providing customer service.
- Maintain a firm grasp on the next year of events and understand the cycle in order to pre-plan and rebook events.
- Utilize knowledge of the event calendar when booking in new clients and check with Food and Beverage Manager to see if we can meet the needs of the client with the workload from all events
- Understands your role as a brand ambassador and provide positive brand experiences to all customers.

**Client Service Relations**
- Align client profile with the appropriate food and beverage services.
- Ensures business is turned over properly and in a timely fashion for proper service delivery in accordance with Westerner Park standards.
- Establish and maintain a friendly, professional working relationship with new and existing clients.
- Determine the customer's needs and resolve them, taking into consideration all available options.
- Maintain up-to-date knowledge of menus and food and beverage services available.
- Research and resolve customer problems, acting as the customer liaison between business units and customers when necessary.
- Give full attention to what customers are saying, take time to understand the points being made and ask questions as appropriate.
- Conduct site visits and prepare original, creative proposals tailored to address the needs of and to impress the customer.

**Event and Client Support**
- This position requires you to be available for events, a combination of on-call and onsite support, as necessary.
- Working one weekend a month is a requirement depending on the event load; during major events and busy weekends, two weekends a month may be necessary to support food and beverage operations
- Communicate all relevant information during handover to Food and Beverage Coordinators and Suites and Catering Coordinators to ensure seamless transitions with team members, including in-person handover briefings and handover notes.
- Ensure proper set-ups are done prior to the event, and if not, communicate with the necessary departments to get set-ups completed on time.
- Ensure all invoicing and post-event wrap-up is completed and inputted into Eventpro to be invoiced out to the client by Wednesday each week.
- Balance client needs with the achievability of event logistics and venue standards.
- This individual must be very organized, possess the ability to multi-task, and have strong interpersonal and communication skills (both written and oral).
- Be cross-trained with all Food and Beverage coordinators to help cover event needs and/or absences.

**Administration and Compliance**
- Responsible for booking all Westerner Park food and beverage needs for all events.
- Plan, organize, and manage daily event activities to achieve maximum client satisfaction by providing the highest standard of service during the entire event process.
- Work collectively with Client Services business units to ensure appropriate information is inputted into EventPro, and all proper invoicing details are inputted into Event Pro prior to the final invoice deadline.
- Coordinate with the finance team to assist in the Event Analysis process.
- Must follow all processes and procedures with the organization and the Food and Beverage Department.
- Understand and be knowledgeable on the inventory and POS systems to help with updates and entries needed.
- Working within the Inventory system and support with manual sales entries and inventory ad