F&b Secretary

7 months ago

Jakarta, Indonesia Hilton Full time

With thousands of hotels in over 100 countries and territories, Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travellers who stay with us every year a welcome they will never forget. In addition to our flagship brand, Hilton Hotels & Resorts, the family of brands includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton and many others.

If you appreciate the impact global travel can have on the world, you may be just the person we are looking for to work as a Hilton Team Member. Because it's with Hilton where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

The Food & Beverage Secretary is concerned with the coordination of administrative tasks and projects within the Food & Beverage team, offering administrative support while completing projects for the team, in line with prescribed Hilton International policies and procedures.

**What will I be doing?**

As the Food & Beverage Secretary, you will be responsible for performing the following tasks to the highest standards:

- Maintain a high customer service focus by approaching your job with the customers always in mind.
- Have a positive impact, taking personal responsibility and initiative to resolve issues, always clearly communicating with both customers and colleagues.
- Motivated and committed, approaching all tasks with enthusiasm and seize opportunities to learn new skills or knowledge in order to improve personal performance.
- Flexible and responds quickly and positively to changing requirements including the performance of any tasks requested of you.
- Maintain high team focus by showing cooperation and support to colleagues in the pursuit of team goals.
- Contribute ideas and suggestions to enhance operational / environmental procedures in the hotel.
- Actively promote the services and facilities of Hilton hotels to guests and suppliers of the hotel.
- Perform all duties and responsibilities in a manner that ensures your safety and that of others in your workplace.
- Prepare the supervisors' files with daily function sheets and other food and beverage activities held in the hotel for briefings.
- Handle team members' particulars such as inquiries of public holidays, vacation days due to team members and recording of medical records.
- Arrange team member uniform requests and accident reports.
- Type monthly team member attendance lists, mark the attendance report, total split shifts, and record transport allowance and claims, getting your manager's signature / endorsement and passing these to Accounts for processing.
- Introduce new team members to the Managers concerned, arranging their orientation meeting and fire training sessions.
- Keep personnel record of all team members, recording their addresses, salaries, status, birthdays, identity card numbers and date of commencement.
- Type the productivity form pertaining to the number of team member strength in respective sections, overtime hours and number of extra labour involved.
- Check the weekly duty roster, keeping track of any changes involved with regards to change of shift or personnel on emergency leave such as medical leave or compassionate leave.
- Write work orders for all sections of the Food & Beverage department, following-up with the Engineering department on completion of work orders.
- Arrange Food & Beverage department's office requisitions such as office materials, food requests, market lists, beverage requests, general storeroom requests such as doily papers, silver foils, deli shop cake boxes, etc. to ensure sufficient stock.
- Write and follow-up on letters and memorandums.
- Attend F&B meetings, keep attendance and write minutes, distributing minutes to all concerned.
- Handle requests brought up by other departments concerning the Food & Beverage department and handling of cake orders.
- Type and follow-up on six months objectives.
- Arrange team members' and managers' discussions on the Employee's Progress report, translating for team members when necessary.
- Check timecards, listing the number of days, lateness, absence without permission, medical leave reports, etc.
- Collect mails.
- Take charge of the filing system at the F&B office and keep all files in a good system.
- Carry out any other reasonable duties and responsibilities as assigned.
- The Management reserves the right to make changes to this job description at its sole discretion and without advance notice.

**What are we looking for?**

A Food & Beverage Secretary serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

- University degree, college certificate or secretarial training in a vocational school or an educational institution.
- 1-2 years in a similar p

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