Food & Beverage Administrative Assistant

Heritage-Bay-Golf-; Naples (FL); On-site; USD 36,000 - 60,000; Full time

Job summary

Heritage Bay Golf & Country Club in Naples, FL seeks a Food & Beverage Administrative Assistant to provide comprehensive administrative and payroll support, coordinate calendars, manage records, and assist with inventory and purchasing to maintain smooth F&B operations.

You will support event planning, prepare reports, liaise with staff and vendors, and help ensure exceptional member service in a fast-paced private club environment.

Qualifications

• Associate degree or equivalent work experience preferred.
• Minimum 2 years of administrative experience.
• Hospitality, restaurant, country club, or food & beverage experience preferred.
• Experience with payroll, scheduling, and inventory systems preferred.
• Strong proficiency in Microsoft Office Suite; excellent written and verbal communication skills.

Responsibilities

• Provide administrative support to the Director of Food & Beverage and F&B management team.
• Prepare, format, and maintain reports, agendas, presentations, and other materials.
• Organize and maintain records, files, policies, procedures, and documentation.
• Coordinate calendars, appointments, and scheduling needs with timely updates.
• Assist with payroll, timecards, scheduling, onboarding, and training records.
• Process purchase orders, vendor invoices, and related documentation.
• Support events with packets, floor plans, menus, and communications.
• Prepare operational reports tracking dining counts, revenue, and KPIs.

Skills

MS Office Suite

Communication skills

Organization & planning

Time management

Attention to detail

Professionalism

Education

Associate degree or equivalent

Tools

POS systems

Scheduling software

Microsoft Office Suite

Job description

POSITION SUMMARYThe Food & Beverage Administrative Assistant provides essential administrative and operational support to the Food & Beverage Department, helping ensure seamless daily operations and an exceptional member experience. Key responsibilities include coordinating schedules, maintaining accurate records, assisting with payroll and inventory management, supporting member events, and facilitating effective communication among department leadership, staff, vendors, and other club departments.The ideal candidate is highly organized, detail-oriented, and proactive, with strong communication and multitasking skills. This individual demonstrates professionalism, discretion, and a service-oriented mindset, with the ability to manage competing priorities efficiently in a fast-paced private club environment.ESSENTIAL DUTIES AND RESPONSIBILITIESAdministrative Support to the Food & Beverage DepartmentProvide comprehensive administrative support to the Director of Food & Beverage and the F&B management team to ensure efficient departmental operations.Prepare, format, and maintain departmental reports, spreadsheets, correspondence, meeting agendas, presentations, and other administrative materials.Organize and maintain accurate departmental records, files, policies, procedures, and operational documentation.Coordinate departmental calendars, appointments, meetings, and scheduling needs, ensuring timely communication of updates and changes.Monitor and respond to phone calls, emails, and internal communications, directing inquiries to the appropriate team members and ensuring timely follow-up.Handle confidential employee, payroll, and departmental information with discretion, professionalism, and attention to detail.Payroll & Human Resources SupportReview Food & Beverage employee timecards for accuracy and completeness, and assist with payroll preparation and processing.Monitor and maintain employee schedules using departmental scheduling software, including tracking attendance, meal breaks, paid time off (PTO) requests, and payroll adjustments.Support the onboarding process for new Food & Beverage employees by coordinating required documentation and communicating onboarding requirements.Maintain accurate and up-to-date employee files, training records, certifications, and other personnel documentation in accordance with club policies and confidentiality standards.Coordinate employee orientation schedules and training sessions.Assist with tracking employee training and certification requirements to support departmental compliance and operational readiness.Inventory & Purchasing AdministrationAssist with departmental inventory tracking, reporting, and recordkeeping to support accuracy and efficiency.Prepare and process purchase orders, vendor invoices, and related purchasing documentation in accordance with established Club procedures.Monitor scheduled Food & Beverage deliveries, verify delivery documentation, and coordinate with vendors to address discrepancies, delays, or outstanding orders.Maintain accurate and up-to-date vendor contact information, pricing records, product details, and purchasing documentation.Assist with departmental budget tracking, expense monitoring, and invoice reconciliation to support accurate financial reporting and cost control.Collaborate with Food & Beverage management to maintain organized purchasing records, monitor supply needs, and support efficient inventory and procurement processes.Events & Activities Department SupportSupport the Events & Activities Department in the planning, coordination, and execution of Club events, member activities, and promotional initiatives.Assist the Events & Activities Department in preparing and organizing event packets, menus, floor plans, function sheets, and other event related materials.Support event reservation management and coordinate event-related communications with members, staff, and relevant departments to ensure accurate information and timely follow-up.Assist the Events & Activities Department in maintaining and updating event calendars, activity schedules, and promotional timelines to ensure accurate and effective coordination across departments.Assist the Events & Activities Department in communicating event details, updates, and operational requirements to the Food & Beverage team and other relevant departments to support seamless event execution.Operational SupportCompile and prepare daily, weekly, and monthly operational reports to support the Food & Beverage Department’s planning, performance monitoring, and decision-making.Track and maintain accurate records of dining counts, revenue, labor costs, and key performance indicators (KPIs) to assist management with operational analysis and reporting.Assist with menu updates, revisions, and distribution, ensuring current menus and related materials are accurate and readily available to the appropriate teams.Submit, coordinate, and monitor maintenance requests for Food & Beverage facilities and equipment, following up with the appropriate departments to ensure timely resolution.Maintain and update departmental operational checklists, training materials, and standard operating procedures (SOPs) to promote consistency, compliance, and adherence to Club standards.Provide administrative and organizational support for departmental initiatives and operational projects to enhance efficiency and service delivery.Member Service SupportAssist with preparing and distributing member communications related to dining experiences, special events, promotions, and Food & Beverage offerings.Respond to member inquiries, phone calls, voicemails, and concerns in a timely, courteous, and professional manner, ensuring appropriate follow-up and resolution.Coordinate with Food & Beverage management and relevant Club departments to address member requests and help ensure a seamless service experience.Support the Club’s commitment to exceptional member service by maintaining a welcoming, service-oriented approach and upholding the highest standards of professionalism and hospitality.QUALIFICATIONSEducation & ExperienceAssociate degree or equivalent work experience preferred.Minimum 2 years of administrative experience.Hospitality, restaurant, hotel, country club, or food & beverage experience preferred.Experience with payroll, scheduling, and inventory systems preferred.Knowledge & SkillsStrong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).Experience with POS and scheduling systems preferred.Excellent written and verbal communication skills.Strong organizational and time-management abilities.Ability to manage multiple projects and deadlines.Strong attention to detail and accuracy.Professional appearance and demeanor.Physical RequirementsAbility to sit, stand, and walk for extended periods.Ability to lift and carry up to 25 pounds occasionally.Ability to work occasional evenings, weekends, and holidays as required by club operations.Core CompetenciesOrganization and PlanningCommunication SkillsConfidentialityMember Service ExcellenceTeamwork and CollaborationProblem SolvingAttention to DetailTime ManagementProfessionalismPerformance ExpectationsMaintain accurate payroll, inventory, and administrative records.Support efficient Food & Beverage operations.Meet departmental deadlines and reporting requirements.Demonstrate excellent member and employee service.Contribute positively to team culture and operational success.