F&B Admin - Administrative Assistant to the Director of Food and Beverage

LEGACY is a core value that Halekulani lives by to celebrate our cultural history. For over 100 years, the hotel has welcomed visitors to Waikiki Beach, sharing our gracious hospitality, impeccable service, and unparalleled cuisine. Halekulani and Halepuna Waikiki employees live the legacy through the "art of service."Supports the daily operations of the Food & Beverage (F&B) Department by providing administrative, clerical, and coordination support. This role directly supports the Director of Food & Beverage, and indirectly supports the Assistant Director of F&B, outlet managers, and culinary leadership to ensure efficient departmental communication, accurate document management, and smooth execution of projects, meetings, and operational tasks. The Administrative Assistant serves as a key liaison between the department, other hotel divisions, vendors, and guests.ESSENTIAL FUNCTIONS & RESPONSIBILITIESAdministrative & Clerical SupportManages the Director of Food & Beverage's calendar, including scheduling meetings and coordinating department events.Maintains accurate trace files and communicates daily trace updates to the Director of F&B.Prepares and processes Check Requests, Petty Cash reimbursements, Expense Reports, and Business Travel forms for the Director of F&B.Produces correspondence, reports, meeting minutes, spreadsheets, and presentations for the F&B leadership team.Maintains organized physical and digital filing systems for invoices, contracts, schedules, permits, and other departmental records in accordance with recordkeeping requirements.Retrieves, sorts, and distributes departmental mail; coordinates overnight mail and courier service requests.Creates and submits maintenance work orders and communicates relevant updates to the Engineering team.Department Operations SupportPrepares and distributes the weekly F&B Managers' schedule; manages holiday and vacation tracking for F&B management staff.Updates and distributes the F&B Hours of Operation list for hotel?wide communication.Coordinates F&B leadership meetings, trainings, and department communications; prepares meeting minutes and ensures appropriate distribution.Oversees issuance, tracking, and retrieval of Agilysys Cards for service staff.Serves as the primary point of contact for hotel Entertainers, ensuring timely communication and coordination.Oversees the HK Bakery Retail Program and manages inventory for logo packaging and paper products.Tracks, updates, and maintains all required Food Establishment permits and Food Handlers Cards for compliance.Coordinates onboarding logistics for new F&B managers including preparation of documents, training materials, and orientation schedules in collaboration with HR and Learning & Development.Maintains and updates departmental staffing documents, certifications, and scheduling records.Monitors inventory of office supplies and submits orders as needed.Updates timesheets for the Bakery and Dining Reservations teams as needed.Financial & Procurement SupportProcesses purchase orders, invoices, expense reports, and all vendor documentation in alignment with hotel procurement and accounting policies.Initiates, processes, and monitors purchase orders for all F&B outlets and operations.Processes new vendor requests and prepares necessary documentation for new F&B products and services.Assists with tracking budgets, preparing monthly financial reports, compiling labor summaries, and maintaining cost?analysis spreadsheets.Communicates with suppliers regarding deliveries, pricing, product availability, and required documentation.Creates, updates, and tracks all Capital Expense requests for the F&B Division.Guest Service & CommunicationResponds promptly and professionally to inquiries from internal stakeholders, external partners, and guests.Completes and distributes amenity request forms in coordination with relevant departments.Prepares complimentary gift certificates in accordance with hotel accounting and approval procedures.Perform all other duties as may be required or assigned.SUPERVISORY REQUIREMENTSReports To: Director of Food & Beverage (direct)Assistant Director of Food & Beverage (indirect)Supervises: NoneEDUCATION/EXPERIENCEHigh school diploma or equivalent vocational training certificate.Minimum 2 years of administrative/clerical support experience.Hospitality and/or Food & Beverage experience strongly preferred.Any combination of education and experience which would provide the necessary knowledge, skills, and abilities to meet the minimum qualifications to perform the essential functions of this position.LICENSES/CERTIFICATIONSNoneKNOWLEDGE, SKILLS, & ABILITIESMust be highly organized, detail-oriented and have the ability to multi-task.Must be able to prioritize tasks while maintaining timeliness.Excellent verbal and written communication skills.Ability to maintain confidentiality and handle sensitive information.Must exhibit a poised, professional demeanor and customer?service mindset.Demonstrated proficiency in Word, Excel, PowerPoint applications, and performing basic mathematical calculations (additions, subtraction, etc).Type minimum of 40 wpm accurately.MENTAL DEMANDSMust be able to comprehend, analyze, organize and prioritize a wide variety of information within time limitations.Requires the ability to read and perform mathematical calculations.Requires concentration, alertness and attention to detail.Must be able to perform under stressful conditions while maintaining a courteous and professional demeanor.Must be able to work collaboratively with other team members.PHYSICAL DEMANDSActivity - Over 2/3 of the time - About 2/3 of the time - About 1/3 of the time - Less than 1/3 of the time - Seldom or NeverSitting - xClimbing - xStooping, kneeling, crouching and/or crawling - xStanding - XWalking - XHandling or fingering - XEye-hand-foot coordination - XUse of vision - XActivity - Less than 25 lbs - 25 to 50 lbs. - More than 50 lbs.Pushing - XPulling - XLifting - XCarrying - XCOMMUNICATION DEMANDSActivity - Over 2/3 of the time - About 2/3 of the time - About 1/3 of the time - Less than 1/3 of the time - NeverTalking (in-person) to co-workers - XTalking (in-person) to business associates (i.e. outside contractors, vendors, etc.) - XTalking (in-person) to the public (including guests) - XTalking on the telephone and/or video conferencing - XWritten communication to co-workers - xWritten communication to business associates (i.e. outside contractors, vendors, etc.) - XWritten communication to the public (including guests) - XSupervising employees or monitoring services provided by outside consultants, vendors and suppliers - XResponding to written or verbal requests from co-workers - XResponding to written or verbal requests from business associates (i.e. outside contractors, vendors, etc.) - XResponding to written or verbal requests from the public (including guests) - XTraining and/or giving verbal instructions - XTraining and/or giving written instructions - XReceiving verbal instructions - XReceiving written instructions - XReading - XVisiting and/or working at other work sites - XWORK ENVIRONMENTPrimarily indoors, air-conditioned officeIndoor/Outdoor, non-air conditionedSome exposure to variable temperature conditionsExposure to low to moderate noise levels.Will be in contact with chemicals and materials normally found in office environmentsAbility to travel distances via automobile, train or aircraft.MATERIAL OR EQUIPMENT DIRECTLY USEDComputer, calculator, telephone, copy machine, fax machine, and other equipment as required.Hotels and Resorts of Halekulani is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state, or local protected class.