Food & Beverage Administrative Assistant

Position Summary:

Provides assistance to the Food & Beverage Department, as directed by the Assistant General Manager. Provides assistance to the Catering Department and additionally, will provide assistance to the administrative office as required. Will provide outstanding service to our members through his or her knowledge and ability to solve problems and anticipate Members’ needs. Must possess excellent customer service, organizational and follow-up skills. Self-motivation and strong communication skills, both oral and written are also a must. Proficient computer experience including Microsoft Office Suite, Adobe Illustrator, Adobe Photoshop, Adobe InDesign, minor web-site construction, and internet search skills is required.

Essential Responsibilities:

• Exemplifies and consistently upholds the service standards, policies, practices, and procedures of St. Andrews Country Club.

• Performs additional duties and special projects as assigned by the Director of Food & Beverage or senior Club management.

• Complies with all Club policies and procedures, including safety, security, sanitation, emergency response, and accident-prevention requirements.

• Maintains a professional appearance and demeanor consistent with the Club’s grooming and service standards.

• Maintains confidentiality and exercises appropriate discretion when handling member information, employee matters, financial records, and other Club business.

• Communicates with members, employees, managers, vendors, and the public in a courteous, professional, responsive, and service-oriented manner.

• Supports the administration of the House Committee by preparing agendas, coordinating invitations, attending monthly meetings, and maintaining official records of agendas, minutes, correspondence, and related documents.

• Orders and maintains departmental supplies, uniforms, décor, buffet equipment, and event props while monitoring expenditures against approved budget lines.

• Coordinates Front of House Food & Beverage purchasing and expenses, including coding invoices, completing purchase orders, obtaining required approvals, and submitting documentation promptly for payment.

• Works closely with the Communications Department to ensure Food & Beverage flyers, monthly calendars, eBlasts, posters, website content, and other promotional materials are accurate, current, and distributed according to established deadlines.

• Maintains an appropriate inventory of menu paper, covers, and related materials and places orders as needed.

• Assists with the development, design, pricing, updating, printing, and distribution of all Food & Beverage menus, including daily, seasonal, holiday, and special-event menus.

• Coordinates follow-up regarding member feedback and ensures comments are directed to the appropriate department or manager for review and resolution.

• Handles member questions and concerns courteously and professionally; researches charges and chits, assists with resolving discrepancies, and escalates significant matters to the appropriate manager.

• Books meeting rooms for internal Club meetings and departmental needs.

• Maintains organized records of reservations, event correspondence, billing documentation, member requests, historical menus, and daily dining covers.

• Creates and maintains special-event information in the Club’s systems and follows through on all related administrative and operational requirements.

• Serves as the Dining Reservationist when required and assists members with reservations, special requests, and information regarding dining and Club events.

• Manages and monitors reservations for regular dining, holidays, dinner dances, wine dinners, chef dinners, and other special events, ensuring bookings remain within the established capacity and operating parameters of each venue.

• Plans and maintains the annual dining and special-event calendars, ensuring accurate and timely information is entered and updated in Clubessential, OpenTable, the Club website, and other Food & Beverage systems.

• Attends weekly Food & Beverage Operations meetings and prepares applicable dining flyers, Banquet Event Orders, calendars, menus, reservation reports, and supporting materials.

• Provides administrative and operational support to the Food & Beverage leadership team and coordinates with the Executive Chef, Director of Food & Beverage, Food & Beverage Managers, Catering and Events, Communications, Reservations, and other Club departments.