Job Description

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El Encanto, A Belmond Hotel, has been meticulously restored to capture all the romance and glamour that endeared it to both the local Santa Barbara community and visitors alike. Ninety-two quintessential, California-styled suites and bungalows dot the lush, terraced grounds featuring seven-acres of gloriously landscaped gardens with sweeping views of Santa Barbara and the Pacific Ocean. Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today\'s luxury-seeking guest.

We are seeking an organized Food & Beverage Administrative Assistant to aid the Food & Beverage Director and Managers by completing administrative tasks in a timely and accurate manner. Providing support with skill and professionalism this role will include a wide variety of administrative functions. In addition to maintaining our vision by adhering to our values, this position must provide the highest level of service to our guests.

Principal duties and responsibilities include the following.

Clerical / Office

• Perform clerical duties such as typing, filing, copying, emailing, answering and responding to telephone calls and messages, as well as coordinates, schedules and makes appointments
• Coordinate and arrange, attend and participate in assigned meetings including preparing agenda, reserving and preparing meeting location, and recording and transcribing minutes as requested
• Create and maintain up-to-date electronic and physical file system
• Assist in menu design and production for weekly, seasonal, and annual features for all outlets; create and post appropriate signage for events
• Submit and follow through with maintenance requests
• Arrange for office equipment maintenance or technical support
• Support F&B department with time management, data gathering and communication for the execution of projects or events
• Manage the cashier back up in safe and any petty cash supply for Food & Beverage needs
• Keep F&B bulletin boards and employee breakroom tidy and up-to-date

Purchasing

• Manage all purchasing information; invoices, contracts and company credit card receipts ensuring accurate record keeping and timely submittal of documentation and (expense) reports to finance
• Purchase and maintain supplies and ensure that the department is adequately stocked
• Coordinate and maintain vendor and supplier information
• Assist and help coordinate and document monthly inventory in outlets

Human Resources

• Assist with employee time tracking system including ensuring up-to-date employee schedules are entered into the system, making approved punch in/out corrections, reminding employees to complete time sheet verifications, gather time off submittals for approval, etc.
• Assist in recruiting: schedule interviews and coordinate timing and info for employee onboarding
• Manage employee training schedule; document and file completed trainings and certifications
• Complete and file all necessary change of status forms for F&B; keep employee information up to date in excel spreadsheet
• Work with HR to ensure staffing levels and the staff plan are correct and up to date

Training and Events

• Distribute Event Requests from all other departments and act as liaison between F&B and other departments on special food or set up requirements for events, meetings or parties
• Assist planning and implementing Food& Beverage training and SOP materials
• Monitor website and Facebook for information to ensure that information for events, menus, open/close times, is correct and timely
• Create and maintain files on contracts for event records (menus, sets ups, AV requests and correspondence for each event; build historical files for repeat customers or similar events
• Create, post and keep up to date outlet and event calendar coordinating with the Executive Chef, Catering Manager and Director of Food & Beverage
• Follow up on customer concerns and situations; researches any discrepancies and assist in complaint resolution
• Perform other duties as assigned by the Director of Food & Beverage

Requirements:

Minimum Qualifications

• 2-5 years clerical or office management experience or job-related experience in high volume and/or multi-unit Food and Beverage or Merchandise operations or upscale hotel
• High School Diploma or equivalent is required
• Associate degree (A. A.) or equivalent from two-year College or Technical School; and / or one to two years related experience and/or training; or equivalent combination of education and experience, preferred
• Prior experience in the Food and Beverage industry preferred
• Possess or obtain a valid Driver\'s License or Company Vehicle Policy
• Relevant food hygiene/health and safety licensing qualifications; food handlers permit desired

Knowledge, Skills, and Abilities

• Demonstrated competence with Windows based software including Microsoft Office, Word, Outlook, PowerPoint, OneNote and Excel as well as POS and time keeping systems such as OnTrack and hotel management systems such as FIDELIO and Catering Management systems
• Ability to maintain confidentiality of sensitive materials and information
• Excellent written and verbal communication skills, verbally and in writing
• Knowledge of basic office equipment
• Excellent organizational and multi-tasking skills
• Able to maintain excellent customer service skills and presence in the midst of a fast-paced, changing environment
• Accurate typing/data entry and editing skills; keen eye for detail 8. Ability to spot and resolve problems efficiently
• Ability to understand and carry out verbal and written instructions
• Interact professionally and maintain effective working relationships with management, vendors and co-workers

Key Competencies

• Key competencies include staff and time management, able to receive clear direction, verbal acuity and basic math aptitude, problem solving, organized, integrity, honesty, reliability, customer service orientation, and attention to detail. Adhering to our Core Values includes being guest-centric, teamwork, respect, pro-active, accountable, learning and sustainable.

Benefits:

El Encanto offers a full array of benefits, including medical, dental and vision coverage. In addition, the company pays for basic life and AD&D as well as short term disability. Team members can choose additional coverage to include voluntary life/AD&D, spouse life/AD&D, dependent life, critical care, hospital indemnity, accident and flexible spending.

The Company offers paid time off, sick pay, a 401(k) program with Company matching, and an employee assistance program. Team members enjoy free cafeteria meals and discounts on food and beverage, spa treatments, and retail boutique items.

The Discovering Belmond program offers complimentary accommodation for team members while on leisure travel outside their region at any Belmond hotel and resort. It also offers food and beverage at a discounted rate. In addition to the complimentary offerings, discounted rates are available for safaris, trains and cruises.

Belmond