F&B Admin Assistant

Main Purpose of the Job

The F&B Admin Assistant (Admin, Reservations & Payroll) is responsible for providing integrated administrative and operational support to the Food & Beverage department. This includes the effective management of F&B orders, invoicing, and IFS processes, as well as handling reservations and payroll coordination.

The role ensures accuracy, efficiency, and compliance with company policies while supporting seamless day-to-day operations. The incumbent will also provide general office and operational support, enabling management to focus on core leadership responsibilities and ensuring consistent service delivery across all F&B outlets.

Minimum requirements (Education and Experience)

• Grade 12
• Previous experience in an administrative or F&B coordination role preferred
• Experience working with IFS is essential
• Experience with reservations systems and/or payroll processes will be advantageous

Work conditions and special requirements

• Ability to work shifts in line with operational requirements
• Willingness to support multiple functions within F&B operations
• Ability to work under pressure and meet strict deadlines
• Physically able to move light operational equipment where required

Duties and responsibilities include

1. IFS, Orders & Invoicing Control

• Receive, record, and process orders and invoices across all F&B outlets
• Verify authorised documentation to ensure accuracy and completeness in line with IFS records
• Investigate and resolve stock and non-stock invoice queries daily (SSC, suppliers, internal stakeholders)
• Manage price variances and ensure proper approvals are obtained
• Ensure all invoices are processed, tracked, and filed accurately and timeously
• Liaise with suppliers and finance to resolve discrepancies
• Maintain strong working relationships with internal departments and suppliers

2. Reservations Management

• Manage and capture all restaurant and QD reservations accurately and timeously
• Handle reservation enquiries, amendments, and cancellations professionally
• Ensure all guest details, preferences, and special requests are recorded correctly
• Communicate bookings effectively with operations to ensure service readiness
• Support guest interactions via phone and email in line with service standards

3. Payroll Coordination

• Capture and consolidate staff attendance, shifts, and hours worked
• Prepare and submit payroll inputs within required deadlines
• Maintain accurate records of leave, absenteeism, and overtime
• Liaise with management and payroll/HR to resolve discrepancies
• Ensure confidentiality and accuracy in all payroll-related activities

4. Administrative & Operational Support

• Provide general administrative support to the F&B office (data capturing, filing, reporting, documentation tracking)
• Answer, screen, and direct incoming calls and emails
• Log and follow up on maintenance issues within F&B outlets
• Maintain office systems, spreadsheets, and documentation
• Manage office stationery and place orders when required
• Assist operations during peak periods or when additional support is required

5. Compliance & Standards

• Ensure all tasks are performed in line with company SOPs, policies, and procedures
• Maintain accurate and up-to-date records for audit purposes
• Support stock control and audit processes where required
• Stay updated on F&B products, systems, and operational requirements

6. Customer & Stakeholder Engagement

• Provide professional and efficient service to guests and internal stakeholders
• Handle queries, complaints, and requests promptly and effectively
• Escalate unresolved issues to management where necessary
• Promote a positive and professional image of the F&B department

Core behavioural competencies

• Organising and Coordinating
• Attention to Detail and Accuracy
• Customer Focus
• Problem Solving
• Managing Deadlines
• Communication and Interpersonal Skills
• Ability to Multitask and Work Under Pressure

Technical Competencies

• Computer literacy (MS Office, IFS)
• Reservations systems knowledge
• Basic payroll processes
• Invoicing and financial administration
• Data capturing and reporting
• Telephone and email etiquette

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 1 month after the closing date of this advertisement, please accept that your application has been unsuccessful.