Administrator (F&B)

Shangri-La Hotels (Malaysia) Berhad; Kuala Lumpur; On-site; MYR 33,000 - 61,000; Full time

Job summary

Shangri-La Kuala Lumpur is seeking an energetic and detail-oriented Administrative Assistant to support the Food & Beverage department. You will manage records, prepare reports, and handle procurement elements to ensure smooth daily operations.

The role requires a diploma or degree in business administration or hospitality, 1–3 years in admin, and strong Excel/Office skills. Join a premier hotel renowned for its hospitality and career growth opportunities.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Hospitality Management, F&B Management, or related field.
• 1 to 3 years of experience in administration, preferably in F&B or hospitality.
• Proficient in Microsoft Office applications.
• Knowledge of inventory, ordering, and reporting processes.

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.
• 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.

Skills

Strong communication skills

Organizational skills

Multitasking

Stakeholder management

Education

Diploma or Bachelor's Degree in Business Administration or Hospitality Management

Tools

MS Excel

MS Word

PowerPoint

POS systems

Inventory management systems

Reporting tools

Job description

Shangri-La Hotels and Resorts began in 1971 with our first deluxe hotel in Singapore. Today, the group comprises over 102 deluxe hotels and resorts in key cities in Asia Pacific, North America, Europe and the Middle East.

Based in Hong Kong, we are expanding globally with developments under way throughout Asia, the Middle East and Africa. With our extensive footprint in Asia and in key cities worldwide, we offer global exposure, exciting career prospects and opportunities in hospitality, F&B, real estate, technology, marketing, design, business development, finance, project management, and many other areas.

Shangri-La Kuala Lumpur is perfectly situated in the heart of the city, to explore and discover well-known attractions and activities that Kuala Lumpur has to offer.

As a premier deluxe hotel with a proud tradition in providing gracious Malaysian hospitality to the world, we are inviting dynamic individuals to join one of the region's most exclusive city hotel.

We are in search of energetic, vibrant and multi-skilled individuals who are able to meet the ever-changing challenges and contribute towards the success of the hotel.

It takes a very special kind of person to work at Shangri-La. Someone with an eye for detail and the skills to perform. Someone with an attitude to deliver and a passion to delight.

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.

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.