Food and Beverage Administrative Assistant

Bluefin Bay Family of Resorts is looking to hire a part time Administrative Assistant to help support the Food and Beverage Director and F&B department.

This position is responsible for maintaining accurate event documentation, assisting with event invoicing, managing administrative components of inventory and purchasing systems, coordinating music and artist programs, maintaining department records, and supporting the day-to-day administrative needs of the Food & Beverage department.
The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple deadlines and recurring responsibilities. They should be able to work independently, follow through on tasks without constant direction, and communicate effectively with managers, vendors, artists, event clients, and other resort departments.

Primary Responsibilities

Weddings & Event Administration

· Maintain and update Banquet Event Orders (BEOs) as event details change.
· Ensure BEOs accurately reflect current menus, guest counts, timelines, locations, special requests, and other event details.
· Maintain organized event files and documentation.
· Assist with preparing event paperwork and internal event communication.
· Assist with event-related correspondence and follow-up.
· Maintain event calendars and administrative deadlines.
· Assist with final event documentation and post-event administrative tasks.

Event Invoicing

· Prepare and process invoices for weddings, events, and other F&B functions.
· Ensure event charges are accurately reflected on invoices.
· Verify pricing, quantities, and applicable charges.
· Coordinate with the Events team and Food & Beverage Director regarding billing questions or discrepancies.
· Track outstanding event invoices and follow up as needed.
· Maintain organized records of completed and outstanding invoices.
· Assist with resolving billing discrepancies.

Inventory & Purchasing Administration

· Maintain and update inventory categorizing
· Add and update products, vendors, units, pack sizes, and pricing.
· Maintain accurate product information across inventory categories.
· Assist with categorizing new products as they are introduced.
· Review inventory data for inconsistencies or errors.
· Assist with maintaining accurate inventory lists and reports.
· Assist with inventory reporting and organization.
· Help ensure products are properly categorized and mapped for accurate reporting.

The Food & Beverage Administrative Assistant may assist with special projects as assigned by the Food & Beverage Director.

Examples may include:

· Creating or updating spreadsheets.
· Organizing department files.
· Developing administrative systems.
· Researching vendors or products.
· Creating operational forms.
· Assisting with menu projects.
· Organizing seasonal opening/closing materials.
· Assisting with event projects.
· Coho Artist Program
· Bluefin Grille Music Program
· Other administrative projects that improve organization and efficiency within the F&B department.

Physical Demands

This position is primarily administrative and requires prolonged periods of sitting and working at a computer. The employee will stand, walk, bend or reach as needed to perform job duties. Frequent use of hands and fingers is required for handling paperwork or operating a computer or other office equipment. Must be able to lift and carry up to 50 pounds.

If you are interested in this position, please submit a resume to NikkiS@bluefinbay.com