F&B Admin Assistant at Sun International

Main Purpose of the Job

• The F&B Admin Assistant (Admin, Reservations & Payroll) is responsible for providing integrated administrative and operational support to the Food & Beverage department. This includes the effective management of F&B orders, invoicing, and IFS processes, as well as handling reservations and payroll coordination.
• The role ensures accuracy, efficiency, and compliance with company policies while supporting seamless day-to-day operations. The incumbent will also provide general office and operational support, enabling management to focus on core leadership responsibilities and ensuring consistent service delivery across all F&B outlets.

Job Requirements

Minimum requirements (Education and Experience)

• Grade 12
• Previous experience in an administrative or F&B coordination role preferred
• Experience working with IFS is essential
• Experience with reservations systems and/or payroll processes will be advantageous

Work conditions and special requirements

• Ability to work shifts in line with operational requirements
• Willingness to support multiple functions within F&B operations
• Ability to work under pressure and meet strict deadlines
• Physically able to move light operational equipment where required

Duties and responsibilities include

IFS, Orders & Invoicing Control

• Receive, record, and process orders and invoices across all F&B outlets
• Verify authorised documentation to ensure accuracy and completeness in line with IFS records
• Investigate and resolve stock and non-stock invoice queries daily (SSC, suppliers, internal stakeholders)
• Manage price variances and ensure proper approvals are obtained
• Ensure all invoices are processed, tracked, and filed accurately and timeously
• Liaise with suppliers and finance to resolve discrepancies
• Maintain strong working relationships with internal departments and suppliers

Reservations Management

• Manage and capture all restaurant and QD reservations accurately and timeously
• Handle reservation enquiries, amendments, and cancellations professionally
• Ensure all guest details, preferences, and special requests are recorded correctly
• Communicate bookings effectively with operations to ensure service readiness
• Support guest interactions via phone and email in line with service standards 

Payroll Coordination

• Capture and consolidate staff attendance, shifts, and hours worked
• Prepare and submit payroll inputs within required deadlines
• Maintain accurate records of leave, absenteeism, and overtime
• Liaise with management and payroll/HR to resolve discrepancies
•  Ensure confidentiality and accuracy in all payroll-related activities 

Administrative & Operational Support

• Provide general administrative support to the F&B office (data capturing, filing, reporting, documentation tracking)
• Answer, screen, and direct incoming calls and emails
• Log and follow up on maintenance issues within F&B outlets
• Maintain office systems, spreadsheets, and documentation
• Manage office stationery and place orders when required
• Assist operations during peak periods or when additional support is required 

Compliance & Standards

• Ensure all tasks are performed in line with company SOPs, policies, and procedures
• Maintain accurate and up-to-date records for audit purposes
• Support stock control and audit processes where required
• Stay updated on F&B products, systems, and operational requirements 

Customer & Stakeholder Engagement

• Provide professional and efficient service to guests and internal stakeholders
• Handle queries, complaints, and requests promptly and effectively
• Escalate unresolved issues to management where necessary
• Promote a positive and professional image of the F&B department

Core behavioural competencies 

• Organising and Coordinating
• Attention to Detail and Accuracy
• Customer Focus
• Problem Solving
• Managing Deadlines
• Communication and Interpersonal Skills
• Ability to Multitask and Work Under Pressure

Technical Competencies

• Computer literacy (MS Office, IFS)
• Reservations systems knowledge
• Basic payroll processes
• Invoicing and financial administration
• Data capturing and reporting
• Telephone and email etiquette