Administrative Assistant V000387 at North West University

KEY RESPONSIBILITIES:

Functions and events coordination

• Process functions and events bookings from internal & external clients.
• Coordinate venue bookings, décor and catering for booked events.
• Prepare function sheets and running orders for the events and food production teams.
• Supervise venue set ups and breakdown after events.
• Organize extra manpower as per function requirements through contracted staff.
• Lead the functions team at every event making sure that set-ups, food served and décor are as per client’s requirements.

Food Quality and stock control

• Responsible for timeous stock procurement, stock control and storage management.
• Ensure proper food temperature monitoring and maintenance during events.
• Implement and monitor effective portion control.
• Ensure excellent food quality daily before service
• Ensure effective wastage control from production to service.
• Conduct monthly stock takes for the functions and events stock and operating equipment (OE).

Financial Administration 

• Ensure timeous processing of internal transfers for all internal events on KFS
• Maintenance of proper record keeping for functions and events business
• Daily cash up supervision in the food service areas
• Ensuring that all clients pay before the event and that finance verifies all payments done for events
• Perform periodic reconciliations on bookings and revenue from functions and events
• Monitor and maintain food cost within stipulated percentages for business sustainability

Supervision of staff

• Effective supervision of staff in the allocated food service areas.
• Impartial rostering of staff in the allocated food service areas.
• Handling staff conflict, discipline matters and staff motivation in the allocated food service areas.
• Coordinating staff training for skills development.

Occupational Health and Safety

• Monitor adherence to all occupational health and safety regulations and procedures.
• Attending to injury on duty cases (IOD) in the allocated food service areas.
• Monitor and implement food safety procedures.
• Ensure that the food service areas operate in accordance with prescribed hygiene standard.

Minimum requirements

• Grade 12 (NQF Level 4).
• A minimum of two (2) years’ experience working in food and beverage service.
• A valid driver`s license (code EB).

ADDED ADVANTAGES:

• Experience in Food Service Supervision.
• A qualification in hospitality/ food & beverage management.
• Experience in events coordination.