Food & Beverage Coordinator

At the Fairmont Empress, our Colleagues provide exceptional service to our guests and also to one another. Showcase your interpersonal strengths as Food & Beverage Administrator, where your administrative and technical expertise will support successful operations and an unforgettable guest experience.

Hotel Overview:  Fairmont Empress sits majestically at the cornerstone of Victoria's sparkling Inner Harbour.  Our 464 room hotel with beautiful turn of the century architecture complements our warm and engaging service of turning moments into memories for our guests.  

Summary of Responsibilities:

Reporting to the Director, Food & Beverage, responsibilities and essential job functions include but are not limited to the following:             

• Consistently offers professional, engaging and friendly service.
• Provides administrative assistance to the Director of Food & Beverage to ensure the efficient day to day operation of the Food & Beverage division. 
• Is responsible for collating the daily figures for the daily operations meetings.
• Maintains an up to date folder for weekly forecasts, operating hours and group resumes.
• Responsible for the ordering and maintenance of all stationary supplies.
• To process all non-food/beverage Purchase Orders for products, supplies and licenses within the Food & Beverage department.
• Ensures proper invoice routing and generates cheque requests for applicable vendors and distribute.
• Liaises with Restaurant Managers & Chefs for Food & Beverage updates and maintenance; development, design, editing and printing of menus and specials.
• Ensures a smooth roll out of all menu changes including updates as required in Silverware.
• Champion of Time & Attendance (hotel payroll system) for the Food & Beverage department.  Responsible for the daily maintenance and bi-weekly submission of the Food & Beverage departmental payroll, including Statutory Holidays and Annual Vacation.
• Maintains the Food & Beverage management vacation calendar & binder for approved time off requests.
• Maintain updated information on all documents shared externally (Restaurant Flat sheets, IRD Amenity Catalogue etc.) 
• Acts as the liaison with tour companies for the Food & Beverage division.
• Coordinate Food & Beverage contracts with Hotel Partners as required.
• Provide administrative support to the Food & Beverage Management team to include but not limited to: making dining reservations, complete forecasting and reports.
• Liaise with PR and Marketing Teams to properly promote Food & Beverage happenings and communicate promotions and events with all colleagues.
• Access requests for onboarding of new Management.
• Avero Champion (Revenue Management System).
• Social Media Champion as it pertains to Food & Beverage. 
• Silverware Champion (POS) for the Food & Beverage division.
• Q at The Empress Website Champion
  • Update the website as needed
• Open Table Accounts Champion
  • Liaise with open table account manager as needed
  • Ensure all information is current and up to date on opentable.com
• Respond to all large party inquiries before relaying a confirmed booking to operations.
• Online reputation management
  • Monitor and respond to online reviews in a timely manner.
  • Manage online review accounts and ensure all information is current and up to date.
• Act as a member on one for the hotel’s internal committees.  Ie. Sustainability Committee. 
• Develop and maintain close and effective working relationship with all supporting departments. To assist guests and colleagues with any special requests they may have
• Maintain the strictest confidentiality at all times on all matters pertaining to management, staff and any associated Food & Beverage matters.
• Perform other duties as directed by the Director of Food & Beverage or Hotel Management.

Qualifications:

• Previous experience in an administrative role required
• Minimum 1 year Administrative/coordinator/sales experience is preferred
• Strong interpersonal and problem solving abilities
• Ability to focus attention on guest needs, remaining calm and courteous at all times
• Highly organized, with the ability to prioritize and meet deadlines in a fast-paced environment
• Highly responsible and able to handle confidential information with the utmost discretion
• Professional telephone manner and demeanor with a natural response to ‘smile’ on the phone
• Excellent interpersonal, written and verbal communication skills
• Analytical and detail-oriented with a working knowledge of Microsoft Office
• Team player with strong initiative and self-direction
• A working knowledge of inDesign, Silverware, OpenTable, Opera Property Management and Bento Box is an asset.
• University/College degree in a related discipline an asset