Jumat, 30 Maret 2012

Food & Beverage and Sales Secretary Job Desc


Job title                                  :               Food & Beverage and Sales Secretary
Department                                          :               F & B and Sales

REPORTING LINE                         

Report to                                               :               F&B Manager and Sales Director
Responsible for                    :               The administration of the F&B and Sales Office

COMMUNICATION LINES

Vertically                                               :               Department Head
Horizontally                                         :               All Staffs

AUTHORITY

Over Money                                         :               None
Over Staff                                             :               Has authority to direct staff in accordance with Hotel policies and Procedure
                                               
GENERAL MISSION

Under general guidance of the F&B Manager and Sales Director, and co-ordination of the Sales Team in accordance to the Policies and Procedures of Novotel Al Dana Resort.

Manages and organizes all the clerical tasks in the department, ensuring timely distribution of communication, correspondence and documents within food and beverage division and through out the Hotel.

RESPONSIBILITIES AND MEANS

1.         Responsible for organizing and maintaining up to date filing system in the food and beverage and
            sales division, ensuring its efficiency and effectively.
2.       Responsible for monitoring and controlling the consumption of operating supplies in the food and beverage and sales office.
3.         Updates the Banquet Reservation Book in the food and beverage office and makes sure it
            matches with the Computer System, and gives priority to the best profit yield.
4.         Traces tentative booking and confirmed bookings, from Sales.
5.         Capable of handling guest complains promptly and professionally.
6.         Prepares cancellation and amendment forms immediately after notice is given.
            And ensures timely distribution of information to all Department concern
7.         Prepares other reports required from Food and beverage department and Sales.
8 .        Drafts and types correspondence, booking contracts, quotations, letter of confirmation,
            Thank you letters, for the Banquet Dept.
9.         Responsible for organizing and maintaining up to date filing system in the food and beverage
and sales division, ensuring its efficiency and effectively.









1. CUSTOMER SERVICE

1.       Facilitates the information distribution and follows through the accomplishment of action required to deliver sales commitment to the client, in terms of Hotel room, service and preparation of food and beverage, set up. and other requirements.
2.       Communicates with clients or guests, visiting the office or calling the office, efficiently and courteously, extending a positive impression of the Hotel. Communicates with clients, VIP guests, government officials and other important individual in the community while promoting the products and services of the Hotel.
3.       Communicates with clients, VIP guests, government officials and other important individual in the community while promoting the products and services of the Hotel.

2. BUSINESS MANAGEMENT

1.         Manages time effectively, to ensure quality and quantity work at the least time possible.
2.         Determines priorities of tasks that need to be completed, while meeting deadlines.
3.       Manages the appointment book of the Food and Beverage Manager and the Sales Director, to ensure appointments are scheduled properly.
4.         Reminds the Food & Beverage Manager and Sales Director appointment and meeting.
5.         Prepares requisition for operating supplies and office supplies.
6.         Capable of taking minutes of meeting accurately and ensures prompt distribution.
7.         Attends meetings and training sessions organized by the Hotel management for the staff.
8.         Checks with the Executive Chef before function date if all food arrangement is confirmed.
9.         Solves variance and deficiency of service and product from the standards on the spot,
            must immediately report concerns to the manager.

3. COMMUNICATION

1.         Reports to the F&B Manager and the Sales Director.
2.      Establishes two way communications with related departments like other outlets, Banquet & Catering Sales, Kitchen, Engineering, Housekeeping, Stewarding and PR and Art Department.
3.       Communicates effectively with guests, subordinates, immediate superior and other department heads.  Capable of expressing clearly, listening and absorbing information.
4.         Interacts with clients, guests, government officials, suppliers and other important individuals
            in the community in promoting the banquet service and hotel.
5.         Reports all guest comments, complains, unusual incidents to the F & B Manager and sales team.
6.         Accomplishes and distributes the Banquet Function Sheet.
7.         Attends the daily Sales briefing and the weekly Food and Beverage Coordination Meeting.

4. ASSET MANAGEMENT

1.       Responsible for maintaining all business machine like computers, type writers, etc., in good working condition in the food and beverage office.
2.         Act custodian of office supplies and other office forms.


5. SECURITY & SAFETY

1.       Be aware of hotel’s fire evacuation and emergency policies and procedure.





6. HUMAN RESPONSIBILITIES

1.       Establishes a good relationship with superior, co-employees within the department and amongst other department in the performance of work.
2.         Provides assistance to co-employees within the department and amongst the department, in the         delivery of goods and services, for the benefit of the guest and the Hotel.


7. MARKETING


8. TECHNICAL RESPONSIBILITIES

1.         Checks with the Executive Chef before function date if all food arrangement is confirmed.
2.         Participates in the food tasting before meal service.
3.         Faire Knowledgeable of food and beverage Outlet including menu items and beverage.
4.         Solves variance and deficiency of service and product from the standards on the spot,
            must immediately report concerns to the manager.
5.         Knowledgeable of all the services, facilities, activities and promotions in the Hotel.
6.         Handles walk-in inquires and reservation for function rooms, outlets and guest rooms.
7.         Conducts show room for Banquet rooms to prospective clients.
8.         Capable for maximum utilization of Banquet Sales system, through the Computer.
9.       Keep and update customer’s mailing list.

9. REPRESENTING HOTEL TO THE COMMUNITY

1.       At all times whilst representing the hotel, act in a professional, decorous manner ensuring proper representation of the Hotel.
2.       Participates and attains membership in association and other community projects related to the hotel and restaurant industry to improve Hotel’s image and for the product and service.
3.         Interacts with clients, guests, government officials, suppliers and other important individuals
            in the community in promoting the facilities and services of the hotel.

10. DIVULGING OF HOTEL INFORMATION

1.       The Hotel requires that you will not (during or after your employment) without the hotel writing consent, divulge every information concerning the Hotel or any associated hotels or any of their dealing, transaction or affairs which may come to your knowledge during or in the course of your employment with the Company.

11. TEMPORARY MISSION

1.         May be rotated to different outlets and other temporary task within the Hotel.












PERSON SPECIFICATIONS


                               
POSITION:          Food & Beverage and Sales Secretary            DEPARTMENT: F & B and Sales



SKILLS                                                ESSENTIAL                                                                        DESIRABLE                      

EDUCATION,                     Form % or equivalent                                         SPM, SPTM Personal Secretarial
QUALIFICATIONS          Secretarial course                                                                Certificate or Diplomat
                                                                                                               
EXPERIENCE                   Minimum 1 year secreterial                                               Hotel Experience
                                                                Experience must be computer
                                                                literate
                                                               
INTERPERSONAL           Calm and enven temperament, mature,
                                                                confident and fair


COMMUNICATION         Diplomacy
Able to get along with people at all levels
Must be able to speak, read, write and
understand English and Arabic, guest orientated

SPECIFIC                                            Must be able to prioritize work load Typingskills
                                                                 of 35 wpm

PRESENTATION                              Well groomed and presentable
                                                                 at all time. Pratice good hygiene

PHYSICAL                                          Mentally alert, able to handle pressure

OTHER                                                Good stable work record
REQUIREMENT                              
                                                               

MISCELLANEOUS

WORKING                          Modern up to date computer system
CONDITIONS                     Active and friendly environment
                                                with pressure

WORKING                          Flexible hours in accordance with job requirement
HOURS                                 should not fall into a routine.




Signature:                                                                                                                                   
                                               
                                [Employee]  [Date]                                              [Department Head] [Date]

Beverage and Banquet Manager Job Desc


Job title                                    :           Beverage and Banquet Manager         
Department                              :           F & B

REPORTING LINE              


Report to                                  :           F & B Manager
Responsible for                       :           Managing and supervising the activities related to Beverage and Banquet
                                                            activities

COMMUNICATION LINES

Vertically                                 :           Department Head
Horizontally                             :           All F&B Service Staff

AUTHORITY

Over Money                :           Responsible to supervise cashiering procedure for all bars and banquet
                                                function in coordination with the general cashier.
Over Staff                                :           Has authority to direct all F&B Manager Supervisor and staff in accordance               
                                                with Hotel policies procedures.
                                               
GENERAL MISSION

Directs and coordinates all activities while providing assistance to the staff in the banquet, beverage service and Catering, to ensure all established service standards and procedures of Novotel Al Dana Resort are implemented consistently, leading to guest satisfaction, staff satisfaction and profit for the Hotel, under the general guidance of the F&B Manager, in the implementation of the Standard Policies and Procedures of the Food and Beverage Operation and administration.

RESPONSIBILITIES AND MEANS

1.       Responsible for the service and F&B operation of the beverage, banquet and outside Catering Department.
2.       Responsible for guiding all service and personnel assigned in beverage service, the banquet and outside catering section in the performance of their duties and responsibilities.
3.      Responsible for directing all efforts in the banquet service, Beverage sales and Outside Catering to achieve the financial goals of the banquet and beverage sales.
4.         Responsible for the consistent implementation of the Policies and Procedures in operating the          banquet service and bar.
5.         Responsible for ensuring sufficient operating equipment and supplies for service.
6.         Responsible for providing functional assistance to operation during peak periods and functions.
6.         Responsible for scheduling sufficient manpower for all banquet bookings and Outside Catering.
8.       Responsible for implementing special promotions and events for all food and beverage outlets, to    attain a profitable food and beverage operation.
9.         Responsible for the Food and Beverage’s operation in the absence of the F&B Manager.



 1. CUSTOMER SERVICE

1.       Communicates effectively with guests, clients, government officials and other important individuals to ensure satisfaction in service and product.

2. BUSINESS MANAGEMENT

1.       Monitors beverage cost via controllable costs, monthly financial statements (Profit and Loss) in accordance with monthly budget.
2.         Assists in establishing financial goals and other goal setting for food and beverage outlets in the       preparation of annual operating budget.
3.         Takes timely corrective actions and reacts to business trends to ensure budget commitment is on      line.
4.         Establishes two way communication and coordination with related departments like Sales and          Marketing, Front Office, Housekeeping, Engineering and Finance.
6.         Schedules personnel consistent with the volume of business and needs in service.
8.         Identifies and solves problems in a timely manner.
9.         Carries out a firm and fair employee treatment policy.
10.       Prepares and submits all reports required from beverage service and banquet, as dictated by
            reporting system.
11.       Attends meetings and training sessions organized by the Hotel management for the position.
12.       Reads and understands the monthly Profit and Loss Report, and monitors controllable costs             through these reports.
13.       Maintains and control all beverage stock and outlet part stock including Room Serv. and mini bar.

3. COMMUNICATION

1.         Reports to the F&B Manager.
2.      Conducts daily briefing and de-briefing and weekly meeting for all banquet & Catering service staff.
4.      Establishes two way communication with related departments like other outlets, Banquet &     Catering Sales, Kitchen, Engineering, Housekeeping, Stewarding and PR and Art Department.
5.         Communicates effectively with guests, subordinates, immediate superior and other department         heads.  Capable of expressing clearly, listening and absorbing information.
6.         Attends daily F & B briefing, weekly F & B Meeting and Sales & F & B Coordination meetings        and other meetings required for the position.
7.         Interacts with clients, guests, government officials, suppliers and other important individuals
            in the community in promoting the banquet service and hotel.
8.         Communicate with Beverages suppliers for the daily operation.

4. ASSET MANAGEMENT

1.         Ensure that all operational equipment is use to its appropriate function and well maintained.
2.         Report all defectives asset and equipment to the Engineering department.

5. SECURITY & SAFETY

1.       Be aware of hotel’s fire evacuation and emergency policies and procedure, especially those related to guest and staff evacuation to insure full evacuation in safety condition of the hotel if required.
2.       Ensure truth training that all F&B supervisor and staff are aware of hotel’s fire evacuation and emergency policies and procedure.
3.       Comply with Hotel policies and procedures.
4.         Knowledgeable on first aid, safety and security procedures affecting the food and beverage             department.



6. HUMAN RESPONSIBILITIES

1.         Coaches and counsels food and beverage outlet heads effectively regarding all beverage service.
2.         Identifies training needs within food and beverage service department, and implements employee
            development and training program.
3.         Prepares, conducts and supervise training for food and beverage Outlet heads and staff.
4.         Motivates a strong team amongst F & B service personnel.
5.       Directs and supervises the activities of the Supervisor, captain waiters, waiters and bartenders in the banquet and beverage section.

7. MARKETING

1.       Assists in establishing objectives and strategies in the annual F&B Marketing Plan, conceptualizes promotions for all food and beverage outlets, including the successful implementation.

8. TECHNICAL RESPONSIBILITIES

1.         Knows and understands the job description of all position in Banquet dept and beverage service.
2.         Establishes and implements all the food and beverage policies and procedures in the outlets, and      banquet.
3.         Recognizes good quality products and presentation.
4.       Directs all efforts in banquet to maintain all service standards established for food and beverage service section.
5.         Maintains high sanitation standard throughout the food and beverage outlets.
6.         Provides assistance in the outlets when required during peak periods.
7.       Knowledgeable on all local laws concerning beverage, sanitation and safety, control of liquor, beer and wine.
8.         Knowledgeable on first aid, safety and security procedures affecting the food and beverage             department.
9.         Manages time effectively, by meeting deadlines on time.
10.       Identifies and solves problems during functions in a professional manner.
11.       Maintains Daily Event Board for Banquet and Catering Functions.
12.    Checks and ensures the proper storage of all banquet and Catering equipment and maintains all           equipment in good working condition.
13.       Follows up in the implementation of agreements in the booking contract.
14.       Maintains control procedures in food and beverage operation in banquet and beverage service.
15.       Maintains grooming standards for all service personnel in the banquet service and bar.
16.       Knows the requisition point and par stock level for beverage supplies, food supplies, guest   supplies and bar supplies in banquet service.
17.       Capable of operating all the equipment in the banquet service and audio-visual equipment.
18.       Meets the clients to close booking contracts at the start until the end of the function to confirm         satisfaction.
19.       Prepares the banquet function amendment for any revisions in the details and cancellation notice     for a function, ensures timely distribution to all concerned section (in the absence of the Banquet
Sales Manager).
20.       Conceptualizes and creates new set-up for buffets, food display and other set-up requirement.
21.       Control and sign all F&B Beverage requisition before the F&B Manager approval.
           
9. REPRESENTING HOTEL TO THE COMMUNITY

1.       At all times whilst representing the hotel, act in a professional, decorous manner ensuring proper representation of the Hotel.
2.       Participates and attains membership in association and other community projects related to the hotel and restaurant industry to improve Hotel’s image and for the product and service.
3.         Interacts with clients, guests, government officials, suppliers and other important individuals
            in the community in promoting the facilities and services of the hotel.


10. DIVULGING OF HOTEL INFORMATION

1.       The Hotel requires that you will not (during or after your employment) without the hotel writing consent, divulge every information concerning the Hotel or any associated hotels or any of their dealing, transaction or affairs which may come to your knowledge during or in the course of your employment with the Company.

11. TEMPORARY MISSION

1.         May be rotated to different outlets and other temporary task within the Hotel.
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