F&B Administrative Assistant bei None

Introducing The Shelborne by Proper, a holistic restoration of Miami’s iconic beachfront landmark. Now open, the hotel has undergone an extensive transformation that honors its storied past while embracing modern luxury. The revitalized property preserves the 1940 Art Deco distinction and authentic charm originally envisioned by celebrated architects Morris Lapidus and Igor Polevitzky. From reimagined interiors to refreshed guest experiences, every detail reflects a seamless blend of heritage and contemporary sophistication.

The Shelborne will introduces four vibrant new food & beverage destinations to the neighborhood, each suited for warm weather dining, with an all-day signature restaurant, a lobby bar- lounge, and curated cafe. Resort amenities include a spacious pool and lush garden lounge, indoor-outdoor cabanas, sundeck terrace, state-of-the-art fitness center, dedicated access to a private beach club, and more than 15,000 square feet of indoor-outdoor meeting & event space.

Job Summary: 

The F&B Administrative Assistant is responsible for providing administrative support to the Food & Beverage department, ensuring the smooth and efficient operation of daily tasks. This role involves managing schedules, coordinating communication between teams, maintaining records, and assisting with various tasks related to inventory, ordering, and financial reporting. The F&B Administrative Assistant will work closely with the F&B Manager and other team members to enhance operational efficiency and support the delivery of exceptional guest experiences.

Essential Job Duties and Responsibilities 

• Administrative Support:
  1. Provide administrative assistance to the F&B Manager and other department heads.
  2. Coordinate meetings, prepare agendas, take minutes, and distribute documents.
  3. Handle day-to-day correspondence, both internal and external, and ensure timely communication.
  4. Organize and maintain files, both physical and digital, ensuring proper documentation and easy access to records.
  5. Assist with the preparation and editing of reports, presentations, and other documents as needed.
• Scheduling & Coordination:
  1. Manage the F&B department’s schedule, including staff shifts, meetings, and events.
  2. Coordinate with vendors, suppliers, and external partners to ensure timely delivery of goods and services.
  3. Assist in organizing special events, catering functions, and banquet setups.
  4. Ensure proper staffing levels for shifts and events, coordinating with HR and department managers.
• Inventory Management Support:
  1. Assist in tracking inventory levels of food, beverages, and supplies, ensuring accuracy and timely restocking.
  2. Support the ordering process by generating purchase orders and ensuring they are submitted to the appropriate suppliers.
  3. Maintain accurate records of inventory usage, deliveries, and discrepancies, and assist in inventory audits.
  4. Communicate with the kitchen, bar, and storage areas to ensure all items are stocked and available for operations.
• Financial & Budget Assistance:
  1. Assist with tracking and recording daily financial transactions, including purchases and invoices.
  2. Support the preparation of departmental budgets, reports, and forecasts.
  3. Process purchase orders, invoices, and payments in accordance with financial protocols.
  4. Ensure accurate record-keeping of expenses, supplies, and inventory for auditing and reporting purposes.
• Guest Experience & Communication:
  1. Provide exceptional customer service when interacting with guests, whether on the phone, email, or in person.
  2. Assist in handling guest inquiries, complaints, or special requests related to food and beverage services.
  3. Maintain positive relationships with guests and team members to ensure smooth operations and a positive experience.
  4. Support the F&B team in maintaining high standards of guest service during special events and busy periods.
• Documentation & Compliance:
  1. Assist in ensuring all F&B operations comply with health, safety, and hygiene regulations.
  2. Maintain up-to-date documentation for health inspections, vendor contracts, and employee training records.
  3. Support the preparation for internal audits and inspections, ensuring all required documents are readily available.
• General Office Support:
  1. Answer phone calls, manage emails, and provide support to the department as needed.
  2. Organize and maintain the office space, ensuring supplies and equipment are well-stocked.
  3. Assist with special projects, reporting, and other ad-hoc administrative tasks as requested by management.

Education and/or Experience 

• High School Diploma or equivalent required; Associate’s degree in Hospitality Management, Business Administration, or a related field is preferred.
• 2+ years of administrative experience, preferably in the hospitality or food and beverage industry.
• Experience with office management and administrative tasks is highly desirable.
• Basic understanding of F&B operations and the hospitality industry is a plus.

Skills/Specialized Knowledge

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with a customer-focused approach.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and general office equipment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong time-management skills with the ability to prioritize tasks and meet deadlines.
• Knowledge of basic financial and budgeting processes is a plus.
• Experience with food and beverage management software (e.g., POS, inventory management tools) is preferred.

Physical Demands

• Ability to sit or stand for extended periods while working at a desk or computer.
• Ability to lift up to 15 pounds (e.g., office supplies, files).
• Occasional walking, standing, or assisting in organizing events within the F&B areas.
• May require occasional evening or weekend work depending on events or operational needs.

Company Overview

Proper Hospitality is made up of a diverse group of passionate individuals who share a common love for hotels and the art of hospitality. Our philosophy is simple: There is a right way to do things and anything less just isn't proper. We are seeking out the best of the best from inside and outside of the industry to work alongside us as we grow a new kind of lifestyle Hospitality Company inspired by a centuries-old tradition. The work is challenging and fast-paced but rewarding above all.

Proper Hospitality provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, gender identity or expression, genetics, or any other federal/state protected category.