F&B Admin Assistant

Main Purpose of the Job

The F&B Admin Assistant is responsible for the timely and effective handling of F&B orders, invoicing and related queries. This will include the sorting, recording, checking, and co-ordination of orders and the processing of related invoices to be processed for the F&B department and outlets, efficiently and accurately, in line with Company policy and regulations.

The role will also be required to perform general office support in the F&B offices including responding to incoming calls and emails, restaurant reservations received by the department; distribution of documentation to staff across the department as required, and other general admin support such as copying, scanning, and similar activities.

Minimum requirements (Education and Experience)

Grade 12

Minimum job related experience

• Previous experience in a administrator role is preferred
• Experience working with IFS is essential

Work conditions and special requirements

• Ability to work shifts that meet operational requirements
• Physically able to move operating equipment
• Have an open attitude to perform similar functions in alternative outlets due to operational requirements

Duties and responsibilities include

• Receive and record orders and invoices from outlets across F&B outlets on the complex and check authorised documents to ensure that invoicing and company details are complete and correct, against information recorded in IFS
• Where price variances exist these need to be submitted for authorisation and sent with the invoice, and copies sent to suppliers
• Investigate, resolve and close out all stock and non-stock queries on invoices each day, including queries from SSC (AP Team), suppliers, internal operators, and rejection queries
• Track the resolution of queries in a prompt and professional manner and liaise with various stakeholders to resolve, escalating any unresolved queries to finance or management as required
• Action that checked invoices are processed on a daily basis
• File all invoices on a daily/monthly basis under the relevant supplier
• Develop and maintain sound working relationships with relevant departments
• Interact with clients and provide professional service standards and solutions
• Provide administrative support to the F&B office (including data capturing, tracking of departmental documentation, providing information relating to the F&B department and processes, and similar tasks)
• Answer, screen and forward incoming calls, taking messages and reservations where necessary
• Log calls relating to maintenance issues identified in F&B outlets and venues
• Keep inventory of office stationery and place orders as instructed
• Maintain office spreadsheets and documentation
• Keep up to date with changes relating to F&B products, outlets and requirements
• Handle any complaints, requests and/ or suggestions to resolution, escalating to management if necessary

Core behavioural competencies

• Collecting information (sourcing, checking, documenting)
• Organising & Coordinating Resources
• Assuring Quality
• Dealing with customers
• Following procedures
• Managing deadlines
• Responding with urgency
• Connecting and relating (including handling of conflict situations)

Technical Competencies

• Written and verbal communication skills
• Proficient computer literacy (MS Office, IFS)
• Basic invoicing processes
• Data capture
• Telephone skills
• Time management
• Multitasking
• Clerical administration

Additional Information

Please Note that ,Preference will be given to suitably qualified employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998 (and any amendments thereto), the relevant internal recruitment policy as well as unit’s employment equity plans and Gaming Board License conditions.

POPI Statement

Please note that when applying for any position, reference checks will be completed and personal information as defined in the Protection of Personal Information Act 4 of 2013 will be processed. In applying for this position, applicants will be deemed to have consented to such processing as defined in the included Privacy Statement.

Please also note that if you have not been contacted within 14 days after the closing date of this advertisement, please accept that your application has been unsuccessful.