F&b Co-ordinator

**Main Purpose of the Job**

To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders**.**

Core Behavioural Competencies Technical / Proficiency Competencies - Planning and co-ordination - Conformance to Internal Standards - Handling information / following instructions - Sun international Structure and Channels - Clerical Administrative functions - Food & Beverage Procedures - Problem Solving - Food & Beverage Product Knowledge - Checking / attention to detail - Communication skills - written and verbal - Writing formal correspondence - Computer Literacy (MS Office / Peoplesoft) - Take initiative - IFS (Purchase requisitions) - Customer service orientation - Professionalism and image - Relationship building - Knowledge of Kronos is an advantage

**Deliverables**

**Office Administrative Support**
- Allocate and reconcile supplier invoices correctly and resolve all queries
- Submit expense claims to the Finance department as per company policy and procedures.
- Monitor staff leave as per department norms and company policy.
- Capturing of staff rostering into the system and distribution and communication of rostering schedules
- Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
- Develop a filing system (including records and reports) that enables others in the department to be able to access required documents
- Store confidential documents for safe keeping
- Troubleshoot and resolve first line queries and issues with guests and other stakeholders.
- Coordinate the flow of paper and electronic documents to the appropriate parties
- Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
- Follow through on outstanding issues and action lists from minutes
- Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements

**Meeting Coordination**
- Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
- Complete and distribute agenda and minutes timeously
- Book meeting venues according to meeting requirements - number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
- Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
- Arrange catering in line with RSVP’s and dietary requirements of the attendees.

**F&B Co-ordination**
- Consolidate, resolve (where possible) and monitor external customer feedback or complaints or escalate to relevant person/department.
- Assist in co-ordinating restaurant reservations
- Communicate and distribute Time & Attendance reports to the various outlets in the department and update accordingly in the system
- Investigate and track any absenteeism / outstanding leave forms, etc.
- Compile, document and follow-up on project implementation for the department
- Follow-up on action lists
- Develop and update a shared folder for the department with relevant and up-to-date F&B operations documentation and processes
- Conduct ad-hoc projects or research as requested by the F&B Manager

**Stakeholder Relationship Management**
- Provides relevant guidance and support to operational teams and stakeholders
- Maintain relationships with service providers and business partners ensuring there is alignment on service requirements and standards
- Informs department / staff of information required to perform the duties and relevant operation effectively
- Communicates department’s objectives, standards and operating procedures to internal and external service providers as per SLA
- Communicates any special guest requirements or events to other relevant operating departments
- Provides feedback and reports back to Unit management on the performance, progress and challenges within the various business areas including F&B, housekeeping, maintenance, etc.

**Job Complexity**

**Know How**
- Wok is performed in line with defined procedures and processes and proficiency in the specialised use of administration materials, equipment and tools
- Planning is short-term within a 3-month period and within regular activity cycles
- Communicates, co-ordinates and interacts with others in the value chain to ensure seamless client experiences
- Manages one's time and resources to ensure that objectives are achieved effectively and on time.

**Problem
- Solving**
- Interprets customer requirements in terms of services available and the applicable constraints
- Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority;
- Considers all the facts, options and possible outcomes prior to making decisions;
- Works independently, and is orientated towards solving customer queries.

**Accountability**
- Takes ownership of departmental request