F&B Administrative Assistant

Omni Hotels & Resorts; Louisville (KY); On-site; USD 38,000 - 47,000; Full time

Job summary

Omni Hotels & Resorts in Louisville, KY is seeking an experienced F&B Administrative Assistant to support the Director and Assistant Director of Food & Beverage with office operations and event coordination. The role requires strong organizational skills, proficiency with Excel and office software, and the ability to manage high-volume days while maintaining accuracy and confidentiality.

The ideal candidate has 2–3 years of administrative experience, a hospitality mindset, and can liaise between

Qualifications

• Must have prior administrative/assistant experience.
• Experience coordinating Food & Beverage operations and/or events.
• Strong organizational and communication skills.
• Must be able to work in a high-stress environment.
• Proficiency with Excel and basic office software.

Responsibilities

• Coordinate and provide logistical support during banquets and events.
• Answer office phone and greet guests.
• Coordinate travel arrangements for taskforce staff.
• Coordinate meetings, files, bookings, BEOs, and purchase orders.
• Process AP invoices and payroll-related tasks.
• Compile data and create spreadsheets in Excel.
• Maintain discretion and confidentiality in sensitive matters.
• Assist with routine office supplies and correspondence.

Skills

Scheduling experience

Coordination of events

Administrative/office support

Excel proficiency

Strong communication

Detail oriented

Education

High School diploma or GED

Hospitality degree preferred

Tools

Excel

Job description

F&B Administrative Assistant

Overview

The Food & Beverage Administrative Assistant supports the Director of Food & Beverage and Assistant Director of Food & Beverage in maintaining a well-organized office, as well as providing coordination & support for operations during events and other high-volume days and times.

Responsibilities

• Coordinate and provide logistical support during banquets and events, restaurant operations, and other F&B operations whenever necessary.
• Answers office phone, greeting internal and external guests.
• Coordinate travel arrangement for taskforce employees and managers.
• Coordinate meetings, files, bookings, BEOs, purchase orders.
• Check voicemails, e-mails and faxes and follow up accordingly.
• Process mail for Food and Beverage Director and Managers.
• Order and maintain office supplies.
• Copy and distribute as needed.
• Compose and type correspondence for F&B Director and Assistant Director as needed.
• Process AP invoices for different vendors.
• Compile data and compose spreadsheets in excel.
• Complete monthly payroll, provide analysis and reports, and coordinate with the Finance Department to complete all payroll requirements on time.
• Coordinate and sign up new F&B employees for serve-safe certification.
• Maintaining discretion and confidentiality in sensitive matters.
• Pro-active in gaining knowledge and skills in technological and educational advances for the continued development and advancement applicable to the company/department and staff.

Qualifications

• Must be able to sit for long periods of time. Must have significant mobility of arms and hands. Must be able to bend, squat and push, pull and lift up to 25-30 pounds. Must be able to see, hear and communicate verbally in writing.
• Must be able to work a varied schedule week-to-week, including late nights, holidays, and weekends.
• Must have previous experience with scheduling as well as coordination of Food & Beverage operations and/or events.
• Previous Food & Beverage experience strongly preferred.
• Previous administrative/assistant experience strongly preferred.
• 2-3 years' experience with computers and various computer programs, including excel.
• High School graduate or GED equivalent. Degree in Hospitality strongly preferred.
• Must be Star certified.
• Must be Food Handler certified.
• Must be a good listener, effective communicator and detail oriented.
• Must meet deadlines, work with little supervision and be flexible to handle interruptions.
• Must be literate and have extensive verbal, mathematical, and writing skills.
• Must be able to apply common sense understanding to carry out instructions furnished, oral, or diagrammatic form.
• Must have the ability to liaison between Food & Beverage Department Directorship and the rest of the team.
• Must have strong, positive guest and employee relation skills, as well as a high standard of work ethic and integrity under all work circumstances.
• Must be able to work in high stress situations.