F&B Administrative Assistant

Position Overview

We are seeking a highly organised and detail-oriented F&B Administrative Assistant to support the Food & Beverage team across multiple venues and operations. This role will be responsible for providing administrative support, coordinating purchasing activities, maintaining inventory records, processing invoices, and assisting with stock management and reporting.

While this is a junior administrative position, the successful candidate will work closely with internal departments, suppliers, Swire representatives, and third-party vendors, requiring strong communication, stakeholder management, and coordination skills.

Contract period: December 2026 - February 2027

Key Responsibilities

• Provide day-to-day administrative support to the Food & Beverage team.
• Raise and track purchase orders, ensuring accurate record keeping and timely delivery of goods and services.
• Process supplier invoices and assist with reconciliation of accounts and payments.
• Maintain inventory databases and stock movement records.
• Assist with stock takes, inventory audits, and inventory reconciliation activities.
• Coordinate with internal teams, Swire representatives, suppliers, and third-party vendors to manage ordering, stock takes, inventory reconciliation, and related administrative activities, demonstrating strong communication, stakeholder management, and organisational skills to ensure tasks are completed accurately and on schedule.
• Prepare reports, spreadsheets, and operational documentation as required.
• Monitor office and operational supply levels and coordinate replenishment orders.
• Support the F&B team with event preparation, logistics coordination, and operational administration.
• Ensure all records and documentation are maintained in accordance with company procedures.
• Perform other administrative duties as required by the Head of F&B & Hospitality.

Skills & Experience

• Previous administrative experience preferred, ideally within hospitality, events, food & beverage, retail, or a similar environment.
• Strong organisational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Comfortable working with inventory systems, purchase orders, and invoice processing.
• Strong numerical and data-entry accuracy.
• Proactive, reliable, and willing to learn.
• Ability to build effective working relationships with a wide range of stakeholders.