Admin F&B

Shangri-La Hotel Kuala Lumpur; Kuala Lumpur; On-site; MYR 42,000 - 62,000; Full time

Job summary

Shangri-La Hotel Kuala Lumpur is seeking an organised administrator to support the Food & Beverage department. You will handle daily operations, maintain records, prepare reports, and coordinate with suppliers.

The role requires attention to detail, strong communication, and the ability to multitask in a fast-paced hotel environment. Collaboration with Finance, HR, and Operations is essential.

Qualifications

• Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Knowledge of POS systems, inventory management systems, and reporting tools is an advantage.
• Strong organizational, planning, and multitasking abilities.
• Excellent verbal and written communication skills.
• Attention to detail with high accuracy.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Good analytical and problem-solving skills.
• Ability to build effective working relationships with internal and external stakeholders.
• Knowledge of food safety, hygiene, and operational compliance requirements is an added advantage.

Responsibilities

• Provide administrative support to ensure smooth daily operations of the F&B department.
• Maintain and update departmental records, reports, databases, and filing systems.
• Prepare daily, weekly, and monthly sales, inventory, and operational reports.
• Process purchase requisitions, purchase orders, invoices, and payment documentation accurately and on time.
• Coordinate with suppliers and vendors regarding orders, deliveries, pricing, and product availability.
• Monitor inventory records and assist in stock control, stocktaking, and reconciliation activities.
• Track food and beverage costs, wastage reports, and operational expenses.
• Support menu updates, pricing adjustments, and promotional activities.
• Schedule meetings, prepare meeting agendas and minutes, and follow up on action items.
• Manage departmental correspondence, including emails, phone calls, and internal communications.
• Assist with employee attendance tracking, scheduling, leave records, and other administrative documentation.
• Ensure all licenses, permits, certifications, and compliance documents are up to date.
• Liaise with Finance, Procurement, Human Resources, and Operations teams to support business requirements.
• Maintain confidentiality of operational, financial, and employee-related information.
• Ensure compliance with company policies, food safety standards, and regulatory requirements.
• Perform other administrative duties and special projects as assigned by management.

Job description

Provide administrative support to ensure smooth daily operations of the Food & Beverage department.

Maintain and update departmental records, reports, databases, and filing systems.

Prepare daily, weekly, and monthly sales, inventory, and operational reports.

Process purchase requisitions, purchase orders, invoices, and payment documentation accurately and on time.

Coordinate with suppliers and vendors regarding orders, deliveries, pricing, and product availability.

Monitor inventory records and assist in stock control, stocktaking, and reconciliation activities.

Track food and beverage costs, wastage reports, and operational expenses.

Support menu updates, pricing adjustments, and promotional activities.

Schedule meetings, prepare meeting agendas and minutes, and follow up on action items.

Manage departmental correspondence, including emails, phone calls, and internal communications.

Assist with employee attendance tracking, scheduling, leave records, and other administrative documentation.

Ensure all licenses, permits, certifications, and compliance documents are up to date.

Liaise with Finance, Procurement, Human Resources, and Operations teams to support business requirements.

Maintain confidentiality of operational, financial, and employee-related information.

Ensure compliance with company policies, food safety standards, and regulatory requirements.

Perform other administrative duties and special projects as assigned by management.

Requirement:

Diploma or Bachelor's Degree in Business Administration, Hospitality Management, Food & Beverage Management, or a related field.

Minimum 1 to 3 years of experience in administration, preferably within the F&B, hospitality, or retail industry.

Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.

Knowledge of POS systems, inventory management systems, and reporting tools is an advantage.

Strong organizational, planning, and multitasking abilities.

Excellent verbal and written communication skills.

Strong attention to detail with a high level of accuracy.

Ability to work independently and manage multiple priorities in a fast-paced environment.

Good analytical and problem-solving skills.

Ability to build effective working relationships with internal and external stakeholders.

Knowledge of food safety, hygiene, and operational compliance requirements is an added advantage.

Positive attitude, team-oriented mindset, and willingness to support operational needs.

At Shangri-La Group, joy is more than a feeling – it is a way of life. Since 1971, our people have brought the care and human touch of Asian hospitality across the globe, creating heartfelt connections and unforgettable experiences.

We believe joy is personal yet universal, found in every smile, every moment shared, and every experience elevated through our Asian art of hosting. Guided by our values and culture, we invite you to discover your purpose, grow with us, and find your Shangri-La in Shangri-La.