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Essential Duties and Responsibilities 

• Enter and retrieve information contained in computer databases.

• Update records, files, reservations, and answer inquiries from guests.

• Operate standard office equipment other than computers.

• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

• Knows all LQA, Forbes and Rosewood Brand Standards.

• Handle incoming and outgoing mail, including date stamping and distributing incoming mail.

• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.

• Compile, copy, sort, and file records of office activities, business transactions, and other activities.

• Enter and locate work-related information using computers and/or point of sale systems.

• Compiling and distributing the departmental roster.

• Maintaining up-to-date changes to the BEO Book.

• Submit, code and confirm all invoices for the department and ensure all invoices are paid.

• Assist with the Entertainment expense line, including coordinating with entertainers and suppliers, obtaining quotations, communicating schedule changes, processing invoices and payments, maintaining budgets, preparing forecasts, and acting as the owner of the Entertainment expense line to ensure expenditures remain within approved budgets.

• Assist the Director of Food & Beverage and Assistant Director of Food & Beverage with budget administration, forecasting, and financial reporting.

• Demonstrate proficiency in Opera PMS and utilize the system effectively for guest information, reservations, and operational requirements within the Food & Beverage department.

• Revise, edit and print all menus for the dining rooms and pool area by set deadline.

• Format menus for select catering functions.

• File all necessary documents.

• Assist with the set-up and execution of events.

• Book parties.

• Coordinate “to-go” requests with the chefs.

• Sell menus.

• Provide any print material needed for events and dining rooms.

• Arrange Floral orders for restaurants or special events.

• Ensure all events are properly set up in a timely manner.

• Assist in reservations for guest outlets and oversee reservation accuracy, availability, and scheduling for all outlets.

• Serve as the SevenRooms Reservation Champion, ensuring the integrity, accuracy, and maintenance of the reservation system.

• Oversee outlet reservations, dining schedules, seating allocations, and reservation availability.

• Maintain accurate guest profiles within SevenRooms, including guest preferences, celebrations, VIP information, dietary requirements, and allergen information.

• Monitor reservation trends, guest history, and utilization reports to support operational planning and guest satisfaction initiatives.

• Records Meeting Minutes for the Operations Team Meetings.

• Attends weekly BEO Meeting and Catering Meetings.

• 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.

• 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.

• 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 Talent + Culture to ensure staffing levels and the staff plan are correct and up to date.

• 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 Director of Food & Beverage and Assistant Director of Food & Beverage.

• Provide administrative support to the Director of Food & Beverage and Assistant Director of Food & Beverage, including reports, presentations, correspondence, operational projects, and departmental initiatives.

• 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 or Assistant Director of Food & Beverage.

Qualifications 

•    Experience: Two - Three years’ experience in hospitality industry in the specified role.  

•    Education: Must have completed secondary school education and preferably received a college education or taken applicable continuing education courses. Be able to demonstrate strong Mathematical and English language skills (spelling and grammar) and must be computer literate. 

•    General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data. Must have good eye for detail and be accurate and thorough in one’s work with good follow up.  

•    Language: Required to speak, read and write English, with fluency in other languages preferred. 

An eco-friendly resort ahead of its time, Rosewood Little Dix Bay has always featured the natural environment at the heart of its design. One of the first Caribbean resorts to promote sustainable luxury, the beachside retreat has welcomed guests to a world of undiluted tropical splendor for over half a century. Located within 500 acres of untamed natural gardens, Rosewood Little Dix Bay is surrounded by astonishingly clear blue seas, rugged hills, beautiful isolated beaches and spectacular geological formations. Long regarded as one of the world’s greatest getaways, this exclusive resort, originally developed by conservationist Laurance Rockefeller, offers a level of refinement and seclusion unrivaled in the Caribbean.