F&B Admin Assistant at Sun International

Main Purpose of the Job

• The F&B Admin Assistant is responsible for the timely and effective handling of F&B orders, invoicing and related queries. This will include the sorting, recording, checking, and co-ordination of orders and the processing of related invoices to be processed for the F&B department and outlets, efficiently and accurately, in line with Company policy and regulations.
• The role will also be required to perform general office support in the F&B offices including responding to incoming calls and emails, restaurant reservations received by the department; distribution of documentation to staff across the department as required, and other general admin support such as copying, scanning, and similar activities.

Job Requirements

Minimum requirements (Education and Experience)

• Grade 12 

Minimum job related experience

• Previous experience in a administrator role is preferred 
• Experience working with IFS is essential
• Work conditions and special requirements 
• Ability to work shifts that meet operational requirements
• Physically able to move operating equipment 
• Have an open attitude to perform similar functions in alternative outlets due to operational requirements

Duties and responsibilities include

• Receive and record orders and invoices from outlets across F&B outlets on the complex and check authorised documents to ensure that invoicing and company details are complete and correct, against information recorded in IFS
• Where price variances exist these need to be submitted for authorisation and sent with the invoice, and copies sent to suppliers
• Investigate, resolve and close out all stock and non-stock queries on invoices each day, including queries from SSC (AP Team), suppliers, internal operators, and rejection queries
• Track the resolution of queries in a prompt and professional manner and liaise with various stakeholders to resolve, escalating any unresolved queries to finance or management as required
• Action that checked invoices are processed on a daily basis
• File all invoices on a daily/monthly basis under the relevant supplier
• Develop and maintain sound working relationships with relevant departments
• Interact with clients and provide professional service standards and solutions
• Provide administrative support to the F&B office (including data capturing, tracking of departmental documentation, providing information relating to the F&B department and processes, and similar tasks)
• Answer, screen and forward incoming calls, taking messages and reservations where necessary
• Log calls relating to maintenance issues identified in F&B outlets and venues
• Keep inventory of office stationery and place orders as instructed
• Maintain office spreadsheets and documentation
• Keep up to date with changes relating to F&B products, outlets and requirements
• Handle any complaints, requests and/ or suggestions to resolution, escalating to management if necessary

Core behavioural competencies 

• Collecting information (sourcing, checking, documenting)
• Organising & Coordinating Resources 
• Assuring Quality
• Dealing with customers
• Following procedures
• Managing deadlines 
• Responding with urgency 
• Connecting and relating (including handling of conflict situations) 

Technical Competencies

• Written and verbal communication skills
• Proficient computer literacy (MS Office, IFS)
• Basic invoicing processes 
• Data capture
• Telephone skills 
• Time management 
• Multitasking 
• Clerical administration