Golf - Food & Beverage Administrator

GENERAL SUMMARY:

The Food & Beverage Administrator provides critical administrative and logistical support to the F&B Department. Operating in the background of a 5-star luxury environment, this role ensures the seamless flow of information between the kitchen, the service floor, and the corporate office. The incumbent is responsible for managing the department’s paperwork, coordinating menu production, handling reservations correspondence, and ensuring that all regulatory and financial documents are processed accurately and on time.

JOB OVERVIEW – PURPOSE AND SCOPE

The purpose of this position is to liberate operational managers from administrative burdens, allowing them to focus on guest service and staff leadership. The scope covers the entire F&B division, including the Main Restaurant, Halfway House, and Events/Catering. The Administrator acts as the "Central Intelligence" hub, ensuring that Banquet Event Orders (BEOs) are distributed, staff rosters are compliant with labour laws, and Point of Sale (POS) systems reflect current menu pricing and availability.

RESPONSIBILITIES AND DUTIES

Operational Administration & Communication

• Distribute the Weekly Events Forecast and Banquet Event Orders (BEOs) to all relevant departments (Kitchen, Stewarding, Service) to ensure everyone is prepared for upcoming functions.
• Take accurate minutes during the weekly F&B Operations Meeting and distribute the "Action Log" to Department Heads, tracking follow-up on outstanding tasks.
• Manage the F&B inbox, responding to general inquiries, supplier meeting requests, and internal booking queries in a professional and timely manner.
• Maintain the filing system (digital and physical) for all health and safety records, temperature logs, and supplier contracts.

Menu Engineering & Marketing Support

• Assist in the design and formatting of daily menus, wine lists, and buffet labels, ensuring they are free of spelling errors and align with Qiddiya’s brand guidelines.
• Coordinate with the Marketing team to print special event collateral (e.g., Valentine's Day menus, Tournament flyers) and ensure they are displayed in high-traffic areas.
• Update digital menu boards and QR code links immediately upon menu changes or stockouts.

Financial & HR Support

• Collate daily staff attendance records and timesheets, cross-checking them against the roster before submission to HR/Payroll to ensure accurate salary processing.
• Assist the Cost Controller by organising delivery notes and invoices, ensuring they are signed by the appropriate Head of Department before processing.
• Manage the petty cash float for the department and handle office supply procurement for the F&B office.
• Assist in the configuration of the POS system (Lightspeed, Micros/Simphony), adding new buttons, updating prices, and scheduling automatic happy hour discounts as directed by the Manager.

Reservation & Guest Database Management

• Monitor the backend of the reservation system (e.g., SevenRooms/OpenTable), merging duplicate guest profiles and tagging VIPs with specific preferences (e.g., "Allergies," "Prefer Window Table").
• Assist with the organisation of large group bookings during peak seasons (Ramadan/Eid), ensuring deposits are collected, and terms and conditions are signed.

Requirements:
ROLE QUALIFICATIONS

Education & Experience

• High School Diploma required; Certification in Business Administration or Hospitality Management preferred.
• Minimum of 2–3 years of administrative experience, preferably within a hotel, restaurant group, or event management company.
• Operational F&B experience (e.g., former Hostess or Waiter) is highly advantageous as it provides context to the administrative tasks.

Technical Skills

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Basic graphic design skills (Canva, InDesign, or Publisher) for menu creation are a distinct advantage.
• Proficiency in Restaurant POS systems and Reservation software.
• Excellent typing speed and accuracy.