F& Amp;B Co-Ordinator (Port Edward) at Sun International

Main Purpose of the Job

• To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.

Core Behavioural Competencies Technical / Proficiency Competencies   

• Planning and co-ordination   
• Conformance to Internal Standards   
• Handling information / following instructions   
• Sun international Structure and Channels   
• Clerical Administrative functions   
• Food & Beverage Procedures   
• Problem Solving   
• Food & Beverage Product Knowledge   
• Checking / attention to detail   
• Communication skills – written and verbal   
• Writing formal correspondence   
• Computer Literacy (MS Office / Peoplesoft)   
• Take initiative   
• IFS (Purchase requisitions)   
• Customer service orientation   
• Professionalism and image   
• Relationship building   
• Knowledge of Kronos is an advantage

Deliverables

Office Administrative Support

• Provide administrative support in the Food & Beverage office (including responding to e-mails, mail and telephone)
•  Allocate and reconcile supplier invoices correctly and resolve all queries
•  Submit expense claims to the Finance department as per company policy and procedures.
•  Monitor staff leave as per department norms and company policy.
•  Capturing of staff rostering into the system and distribution and communication of rostering schedules
•  Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Develop a filing system (including records and reports) that enables others in the department to be able to access required documents
• Store confidential documents for safe keeping
• Troubleshoot and resolve first line queries and issues with guests and other stakeholders.
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Follow through on outstanding issues and action lists from minutes
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements

Meeting Coordination

• Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
• Complete and distribute agenda and minutes timeously
• Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP’s and dietary requirements of the attendees. 

F&B Co-ordination

• Consolidate, resolve (where possible) and monitor external customer feedback or complaints or escalate to relevant person/department.
• Assist in co-ordinating restaurant reservations
• Communicate and distribute Time & Attendance reports to the various outlets in the department and update accordingly in the system
• Investigate and track any absenteeism / outstanding leave forms, etc.
• Compile, document and follow-up on project implementation for the department
• Follow-up on action lists
• Develop and update a shared folder for the department with relevant and up-to-date F&B operations documentation and processes
• Conduct ad-hoc projects or research as requested by the F&B Manager

Stakeholder Relationship Management

• Provides relevant guidance and support to operational teams and stakeholders
• Maintain relationships with service providers and business partners ensuring there is alignment on service requirements and standards
• Informs department / staff of information required to perform the duties and relevant operation effectively
• Communicates department’s objectives, standards and operating procedures to internal and external service providers as per SLA
• Communicates any special guest requirements or events to other relevant operating departments
• Provides feedback and reports back to Unit management on the  performance, progress and challenges within the various business areas including F&B, housekeeping, maintenance, etc.

Job Complexity

Know How

• Specialised knowledge is required for the application of practical methods and techniques
• Wok is performed in line with defined procedures and processes and proficiency in the specialised use of administration materials, equipment and tools
• Planning is short-term within a 3-month period and within regular activity cycles
• Communicates, co-ordinates and interacts with others in the value chain to ensure seamless client experiences
• Manages one's time and resources to ensure that objectives are achieved effectively and on time.

Problem- Solving

• Interprets customer requirements in terms of services available and the applicable constraints
• Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority;
• Considers all the facts, options and possible outcomes prior to making decisions;
• Works independently, and is orientated towards solving customer queries.

Accountability

• Takes ownership of departmental requests and requirements.
• Follows laid-down policies and procedures at all times, operating in line with rules, regulations, system parameters and internal controls.
• Interprets customer / client requirements in terms of services available and facilitates operational processes
• Refers problems falling outside parameters to the manager for resolution

Requirements

Education, experience, and competencies required.

• Grade 12
• Secretarial Diploma is an advantage
• A minimum of 2 years administrative / secretarial functions