Food and Beverage Administrator at Cape Town International Convention Centre

The main purpose:

• To facilitate and support the recording, updating, circulation and maintenance of information to ensure compliance with the legal requirements of the temporary staff contracts provided by the labour broker suppliers. To render support to the Food and Beverage team by co-ordinating and controlling the administrative functions and implementation of processes, aligning procedures, systems, controls and assist with reporting and circulating of information.

Reporting to the: Beverage and Restaurant Manager

Key responsibilities will include but are not limited to:

Reconciling requisitions, rosters, timesheets and invoices

• Check the authorised timesheet handed by supervisors to the labour broker supplier for invoicing and ensure that the required information is completed on the timesheet.
• Check the authorised timesheet handed by supervisors to the labour broker supplier for invoicing and ensure that the following has been completed on the timesheet:
• Check the roster from the labour broker supplier to ensure that the number of temporary staff requested corresponds to the requisition. Ensure the roster indicates the names of staff which will be reconciled to the number on the requested. 
• Check the invoice submitted by the labour broke ensuring that the timesheet summary is submitted together with the invoice.
• Perform a calculation on the submitted invoices verifying the that correct rates have been captured.
• Submit the invoice to the responsible manager or head of department (HOD) for checking and signature.
• Capture signed invoices on the EBMS system and inform responsible manager or head of department (HOD) to approve before submitting the invoices and supporting documents to Finance.

Administration

• Prepare weekly, monthly and quarterly reports.
• Prepare staff cost reports for each department.
• Ensure correct rate schedule is used for all positions and ensure the schedule is updated after annual salary review and increase.
• Prepare weekly and monthly staff costs vs. revenue schedule.
• Compile other reports relating to the department.
• Ensure that all labour broker invoices are captured in EBMS and requisitions are raised for approval by departmental managers.
• Ensuring that all quarterly service level agreements (SLA) review documents are on record and filed for all labour broker service providers.
• Ensure proper filing of pertinent documents according to ISO processes and standards.
• Prepare and take minutes during the weekly meetings with the labour broker suppliers.
• To ensure effective operation of the temporary staffing contract management system
• Provide administrative assistance and other related administrative duties as assigned.

Job requirements

• Minimum qualifications and experience:
• Must have a Diploma in Office Administration or other Hospitality Management (NQF Level 5).
• Must have minimum one (1) year experience in office administration with data capturing and analysis within a corporate environment.
• Excellent understanding of key computer programs i.e. Microsoft office (Excel, Word, and PowerPoint etc.).
• Exposure to EBMS or any other property management software will be advantageous.
• Understand basic accounting principles regarding purchase orders and invoicing.

Skills and Attributes:

• Good communication skills both verbal and written.
• Excellent inter-personal skills with a vibrant personality.
• Accurate, with a due attention to detail.
• Excellent computer skills with proficiency in Excel and Word.
• Analytical.
• Ability to work under extreme pressure and deadline driven.
• Able to work as a team member.
• Proactive and goal driven.
• Demonstrate ability to work under pressure.
• Display self-discipline.
• Sound interpersonal skills.
• Sound communication skills.
• Proven report writing skills.