F&B Operation Admin

Job Summary

The F&B Operations Admin provides administrative and operational support to ensure the smooth and efficient running of daily food & beverage operations. The role involves coordinating documentation, inventory and purchasing records, staff administration, sales reporting, supplier communication, and other operational matters.

Key Responsibilities

1. Administrative & Operational Support

• Provide day-to-day administrative support to the F&B Operations team.

• Maintain accurate records, reports, forms, checklists, and operational documents.

• Coordinate internal communications and follow up on operational matters.

• Assist with preparation of meetings, schedules, and operational updates.

• Ensure proper filing and documentation of F&B records.

2. Inventory & Purchasing Administration

• Assist in monitoring inventory levels and stock movements.

• Prepare and maintain purchase orders, delivery orders, invoices, and related documents.

• Liaise with suppliers regarding orders, deliveries, discrepancies, and product availability.

• Assist with monthly stock counts and inventory reconciliation.

• Track wastage, usage, and stock variances and highlight irregularities to management.

3. Sales & Reporting

• Compile daily, weekly, and monthly F&B sales reports.

• Assist in tracking sales, expenses, costs, and operational performance.

• Maintain accurate records for food and beverage costs.

• Prepare reports and supporting documents for management review.

• Assist with basic data entry and analysis using Excel or other systems.

4. Staff Administration

• Assist with staff scheduling, attendance, leave records, and related documentation.

• Coordinate operational communications with outlet and kitchen teams.

• Maintain updated staff records and training documentation.

• Assist management with onboarding and administrative arrangements for new employees.

5. Compliance & Operations

• Ensure operational documents and records are maintained according to company requirements.

• Assist in monitoring food safety, hygiene, workplace safety, and operational standards.

• Support internal audits, inspections, and management reviews.

• Follow up with relevant departments on corrective actions and outstanding issues.

6. General Support

• Assist in outlet openings, events, promotions, and special F&B projects when required.

• Coordinate with Finance, HR, Procurement, Kitchen, Operations, and other departments.

• Perform other duties and ad-hoc administrative tasks assigned by management.

Requirements

• Diploma or equivalent qualification in Business Administration, Hospitality, F&B Management, or a related field.

• 1–3 years of administrative or F&B operations experience preferred.

• Good working knowledge of Microsoft Office, particularly Excel.

• Strong organizational and time-management skills.

• Good attention to detail and accuracy in documentation.

• Good communication and interpersonal skills.

• Able to work independently as well as with cross-functional teams.

• Comfortable working in a fast-paced F&B environment.

• Knowledge of POS, inventory, purchasing, or accounting systems is an advantage.

Key Competencies

• Administrative and organizational skills

• Attention to detail

• Inventory and document control

• Data entry and reporting

• Communication and coordination

• Problem-solving

• Teamwork

• Time management

• Confidentiality and professionalism