Food & Beverage Administrative Assistant
Red Deer, AB, Canada
Job Description
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SUMMARY Under the direction of the Food and Beverage Services Manager, the Food and Beverage Administrator is a key member of the Food and Beverage Team, assisting the department in providing exceptional customer service in booking and invoicing for all food and beverage needs for their event. The primary responsibility of the Food and Beverage Administrator is to provide administrative support to the Food & Beverage Manager. The successful candidate will bring a positive, energetic attitude, a creative mind to assist clients with food and beverage needs for their event and a strong skill set of paying close attention to detail. ESSENTIAL DUTIES AND RESPONSIBILITIES Under the direction of the Food and Beverage Services Manager, the Food and Beverage Administrator is responsible for, but not limited to, the following: Core Functions
- Coordinate and collate all event information as it applies to food and beverage requirements for the park, in perpetuity, for a minimum of one month. Publish the information in EventPro within two weeks of the event start date.
- Responsible for serving customers in person, online and via the telephone to assess and fulfill their event needs relating to food and beverage to the highest standards of satisfaction.
- Interacts with customers to provide information in response to inquiries about food and beverage services and handles and resolves complaints.
- Working in EventPro to see the big picture and attending all meetings, as well as working closely with other Business Units to ensure all teams are moving in the same direction.
- Work with and support the entire culinary team when it comes to special event requests and menu requirements.
- Follows all Westerner Park procedures and stndards when providing customer service.
- Maintain a firm grasp on the next year of events and understand the cycle in order to pre-plan and rebook events.
- Utilize knowledge of the event calendar when booking in new clients and check with Food and Beverage Manager to see if we can meet the needs of the client with the workload from all events
- Understands your role as a brand ambassador and provide positive brand experiences to all customers.
- Align client profile with the appropriate food and beverage services.
- Ensures business is turned over properly and in a timely fashion for proper service delivery in accordance with Westerner Park standards.
- Establish and maintain a friendly, professional working relationship with new and existing clients.
- Determine the customer\'s needs and resolve them, taking into consideration all available options.
- Maintain up-to-date knowledge of menus and food and beverage services available.
- Research and resolve customer problems, acting as the customer liaison between business units and customers when necessary.
- Give full attention to what customers are saying, take time to understand the points being made and ask questions as appropriate.
- Conduct site visits and prepare original, creative proposals tailored to address the needs of and to impress the customer.
- This position requires you to be available for events, a combination of on-call and onsite support, as necessary.
- Working one weekend a month is a requirement depending on the event load; during major events and busy weekends, two weekends a month may be necessary to support food and beverage operations
- Communicate all relevant information during handover to Food and Beverage Coordinators and Suites and Catering Coordinators to ensure seamless transitions with team members, including in-person handover briefings and handover notes.
- Ensure proper set-ups are done prior to the event, and if not, communicate with the necessary departments to get set-ups completed on time.
- Ensure all invoicing and post-event wrap-up is completed and inputted into Eventpro to be invoiced out to the client by Wednesday each week.
- Balance client needs with the achievability of event logistics and venue standards.
- This individual must be very organized, possess the ability to multi-task, and have strong interpersonal and communication skills (both written and oral).
- Be cross-trained with all Food and Beverage coordinators to help cover event needs and/or absences.
- Responsible for booking all Westerner Park food and beverage needs for all events.
- Plan, organize, and manage daily event activities to achieve maximum client satisfaction by providing the highest standard of service during the entire event process.
- Work collectively with Client Services business units to ensure appropriate information is inputted into EventPro, and all proper invoicing details are inputted into Event Pro prior to the final invoice deadline.
- Coordinate with the finance team to assist in the Event Analysis process.
- Must follow all processes and procedures with the organization and the Food and Beverage Department.
- Understand and be knowledgeable on the inventory and POS systems to help with updates and entries needed.
- Working within the Inventory system and support with manual sales entries and inventory adjustments based on invoice details submitted from the events.
- Assist with inventory input when needed by the Procurement and Warehouse Assistant Manager at month end.
- Ensure applicable documentation is stored in the appropriate system for efficiency and consistency.
- Other duties as required.
- Client-driven
- Client and guest experience minded
- Accountability and Dependability
- Development and Continual Learning
- Communication and Teamwork
- Stress Management
- Quality Orientation
- Adaptability / Flexibility
- Creative and Innovative Thinking
- Decision Making, Judgement and Problem-Solving
- Planning and Organizing
- Post-secondary education in business, events, or related program; or equivalent experience.
- A knowledge of businesses, events, community groups, and Agricultural events in the Central Alberta area and other areas within Canada.
- A preferred three years of experience in event planning small to large-scale events.
- Able to demonstrate the ability to maintain emotional composure during fast-paced and stressful situations.
- The ability to initiate and manage multiple projects with close attention to detail.
- Excellent organizational, communication and people skills; a strong collaborator.
- Available to work evenings, weekends, and flexible hours as required.
- High-level professionalism.
- Strong computer skills and desktop publishing experience (office 365 programs) working knowledge. of AutoCAD and CRM (EventPro) is an asset.
- Must have a valid Class 5 Drivers License.
- Strong customer service and troubleshooting skills.
- Exceptional conflict resolution, negotiation, and objection-handling skills.
- Highly flexible, with solid people skills that allow one to work effectively in a diverse working environment.
- Able to effectively communicate both verbally and in writing.
- Strong attention to detail.
- Able to deal with people sensitively, tactfully, diplomatically, and professionally at all times.
- Interacts with business unit managers, vendor partners, staff, volunteers, clients, and guests.
- Able to work in a fast-paced event environment while being highly mobile for extended periods of time.
- Able to conduct presentations and meetings.
- Given Westerner Park is in the Major Events industry, this individual will need the ability to be adaptable and flexible with their time. Work will include evenings and/or weekend shifts as event volume dictates.
- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Day shift
- Evening shift
- Monday to Friday
- Overtime
- Weekend availability
- DCS / DEC (preferred)
- event planning: 3 years (preferred)
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Job Detail
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Job IdJD2142293
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationRed Deer, AB, Canada
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EducationNot mentioned