Food & Beverage and Sales Secretary Job Desc
Job title : Food & Beverage and Sales
Secretary
Department : F
& B and Sales
REPORTING LINE
Report to : F&B Manager and Sales
Director
Responsible for : The administration of the F&B and Sales Office
COMMUNICATION LINES
Vertically :
Department Head
Horizontally : All Staffs
AUTHORITY
Over Money : None
Over Staff :
Has authority to direct
staff in accordance with Hotel policies and Procedure
GENERAL MISSION
Under general guidance of the F&B Manager and Sales Director, and co-ordination of the
Sales Team in accordance to the Policies and Procedures of Novotel Al Dana
Resort.
Manages and organizes all the clerical tasks in the department,
ensuring timely distribution of communication, correspondence and documents
within food and beverage division and through out the Hotel.
RESPONSIBILITIES AND MEANS
1. Responsible for
organizing and maintaining up to date filing system in the food and beverage
and
sales division,
ensuring its efficiency and effectively.
2. Responsible for monitoring and
controlling the consumption of operating supplies in the food and beverage and
sales office.
3. Updates the Banquet
Reservation Book in the food and beverage office and makes sure it
matches with the Computer
System, and gives priority to the best profit yield.
4. Traces tentative
booking and confirmed bookings, from Sales.
5. Capable of handling
guest complains promptly and professionally.
6. Prepares cancellation
and amendment forms immediately after notice is given.
And ensures timely
distribution of information to all Department concern
7. Prepares other reports
required from Food and beverage department and Sales.
8 . Drafts and types
correspondence, booking contracts, quotations, letter of confirmation,
Thank you letters, for
the Banquet Dept.
9. Responsible for
organizing and maintaining up to date filing system in the food and beverage
and sales division, ensuring its efficiency
and effectively.
1. CUSTOMER SERVICE
1. Facilitates the information distribution
and follows through the accomplishment of action required to deliver sales
commitment to the client, in terms of Hotel room, service and preparation of
food and beverage, set up. and other requirements.
2. Communicates with clients or guests,
visiting the office or calling the office, efficiently and courteously,
extending a positive impression of the Hotel. Communicates with clients, VIP
guests, government officials and other important individual in the community
while promoting the products and services of the Hotel.
3. Communicates with clients, VIP guests,
government officials and other important individual in the community while
promoting the products and services of the Hotel.
2. BUSINESS MANAGEMENT
1. Manages time effectively, to ensure
quality and quantity work at the least time possible.
2. Determines priorities of tasks that
need to be completed, while meeting deadlines.
3. Manages
the appointment book of the Food and Beverage Manager and the Sales Director,
to ensure appointments are scheduled properly.
4. Reminds the Food & Beverage Manager
and Sales Director appointment and meeting.
5. Prepares requisition for operating
supplies and office supplies.
6. Capable of taking minutes of meeting
accurately and ensures prompt distribution.
7. Attends meetings and training sessions
organized by the Hotel management for the staff.
8. Checks with the Executive Chef before
function date if all food arrangement is confirmed.
9. Solves variance and deficiency of
service and product from the standards on the spot,
must immediately report concerns to
the manager.
3. COMMUNICATION
1. Reports to the F&B
Manager and the Sales
Director.
2. Establishes two way communications with
related departments like other outlets, Banquet & Catering Sales, Kitchen,
Engineering, Housekeeping, Stewarding and PR and Art Department.
3. Communicates effectively with guests,
subordinates, immediate superior and other department heads. Capable of expressing clearly, listening and
absorbing information.
4. Interacts with clients,
guests, government officials, suppliers and other important individuals
in the community in
promoting the banquet service and hotel.
5. Reports all guest
comments, complains, unusual incidents to the F & B Manager and sales team.
6. Accomplishes and
distributes the Banquet Function Sheet.
7. Attends the daily Sales
briefing and the weekly Food and Beverage Coordination Meeting.
4. ASSET MANAGEMENT
1. Responsible for maintaining all business
machine like computers, type writers, etc., in good working condition in the
food and beverage office.
2. Act custodian of office
supplies and other office forms.
5. SECURITY & SAFETY
1. Be aware of hotel’s fire evacuation and
emergency policies and procedure.
6. HUMAN RESPONSIBILITIES
1. Establishes a good relationship with
superior, co-employees within the department and amongst other department in
the performance of work.
2. Provides assistance to
co-employees within the department and amongst the department, in the delivery of goods and services, for the
benefit of the guest and the Hotel.
7. MARKETING
8. TECHNICAL RESPONSIBILITIES
1. Checks with the
Executive Chef before function date if all food arrangement is confirmed.
2. Participates in the
food tasting before meal service.
3. Faire Knowledgeable of
food and beverage Outlet including menu items and beverage.
4. Solves variance and
deficiency of service and product from the standards on the spot,
must immediately
report concerns to the manager.
5. Knowledgeable of all
the services, facilities, activities and promotions in the Hotel.
6. Handles walk-in
inquires and reservation for function rooms, outlets and guest rooms.
7. Conducts show room for
Banquet rooms to prospective clients.
8. Capable for maximum
utilization of Banquet Sales system, through the Computer.
9. Keep and update
customer’s mailing list.
9. REPRESENTING
HOTEL TO THE COMMUNITY
1. At all times whilst representing the
hotel, act in a professional, decorous manner ensuring proper representation of
the Hotel.
2. Participates and attains membership in
association and other community projects related to the hotel and restaurant
industry to improve Hotel’s image and for the product and service.
3. Interacts with clients, guests, government officials, suppliers
and other important individuals
in the community in
promoting the facilities and services of the hotel.
10. DIVULGING OF HOTEL INFORMATION
1. The Hotel requires that you will not
(during or after your employment) without the hotel writing consent, divulge
every information concerning the Hotel or any associated hotels or any of their
dealing, transaction or affairs which may come to your knowledge during or in
the course of your employment with the Company.
11. TEMPORARY MISSION
1. May be rotated to
different outlets and other temporary task within the Hotel.
PERSON SPECIFICATIONS
POSITION: Food & Beverage and
Sales Secretary DEPARTMENT: F & B and Sales
SKILLS ESSENTIAL DESIRABLE
EDUCATION,
Form % or equivalent SPM, SPTM Personal
Secretarial
QUALIFICATIONS Secretarial
course Certificate
or Diplomat
EXPERIENCE Minimum 1 year secreterial Hotel Experience
Experience
must be computer
literate
INTERPERSONAL Calm and enven temperament, mature,
confident
and fair
COMMUNICATION Diplomacy
Able to get along with people at all levels
Must be able to speak, read, write and
understand English and Arabic, guest
orientated
SPECIFIC Must be able to prioritize work load
Typingskills
of 35 wpm
PRESENTATION Well groomed and presentable
at all time. Pratice good hygiene
PHYSICAL Mentally alert, able to handle pressure
OTHER Good stable work record
REQUIREMENT
MISCELLANEOUS
WORKING Modern up to date computer system
CONDITIONS Active and friendly environment
with
pressure
WORKING Flexible hours in accordance with job
requirement
HOURS should not fall into a routine.
Signature:
[Employee] [Date] [Department
Head] [Date]