Administrative Assistant at Sandestin Golf & Beach Resort

Join the Team Behind Exceptional Guest Experiences at Sandestin Golf and Beach Resort Are you highly organized, detail-oriented, and passionate about supporting a fast-paced hospitality environment? If you thrive behind the scenes while helping create memorable guest experiences and ensuring that events go smoothly, we invite you to apply for our Food & Beverage Administrative Assistant position. In this dynamic role, you will be a key contributor to the success of our Food & Beverage division, supporting banquets, private clubs, conference services, weddings and freestanding outlets throughout the resort. Your work will directly impact the efficiency of operations, financial accuracy, team communication, and the exceptional service standards that define Sandestin Golf and Beach Resort. This is more than an administrative role—it is an opportunity to be an essential part of a collaborative team that delivers unforgettable events and elevated dining experiences. Position Summary The Food & Beverage Administrative Assistant provides critical administrative and operational support to the F&B Department, with a strong focus on banquet operations, payroll coordination, accounts payable, and daily departmental processes. This role serves as a central point of communication between managers, team members, conference services, and vendors to ensure seamless execution across all areas. Key Responsibilities Administrative Support Provide day-to-day administrative support for the Food & Beverage Department Maintain department files, records, reports, and documentation Monitor budget-related activity including expense tracking, invoice processing, and financial record maintenance Coordinate Food Safety certification classes and maintain compliance records Assist with banquet projects and track departmental initiatives Ensure all administrative deadlines and reporting requirements are met accurately and on time Payroll Coordination Review and verify employee timecards, departmental transfers, and job coding accuracy Communicate with banquet managers to ensure timely and accurate payroll submission Track and verify contract labor hours and report labor usage to vendors Compile and report banquet gratuities for final payroll processing Publish banquet schedules created by department managers Banquet Operations Support Process and distribute weekly Banquet Event Orders (BEOs) to all relevant departments Assist with daily End-of-Day reporting as needed Maintain strong communication between banquet staff and Conference Services Complete daily banquet billing processes including: Entering Delphi actuals Preparing banquet checks Verifying charges with Banquet Managers Entering information into Infogenesis POS Preparing and distributing billing reconciliations Coordinate guest amenities, deliveries, and inventory management Create banquet signage and event support materials Accounts Payable Support Process and approve invoices, including contract labor invoices Support storeroom requisitions and invoice management Reconcile departmental P-cards and ensure expense accuracy Additional Responsibilities Create cart tags and food labeling stickers as needed Maintain office supply inventory and place supply orders Deliver and retrieve dry-cleaned uniforms Assist guests with Business Center needs Provide lateral departmental support when needed Coordinate annual Thanksgiving To-Go reservations and seasonal projects Support the team with special assignments and operational needs as assigned What We're Looking For Strong organizational skills with exceptional attention to detail Ability to prioritize multiple tasks in a fast-paced environment Excellent communication and interpersonal skills Strong problem-solving abilities and a proactive mindset Professionalism, discretion, and a strong sense of accountability Experience with payroll processing, invoicing, or hospitality operations preferred Previous administrative experience in hospitality, food & beverage, or resort operations strongly preferred Working Conditions & Physical Requirements Primarily office-based with occasional outdoor activity throughout the resort Ability to work under pressure and manage multiple priorities with professionalism Ability to lift, carry, push, pull, and move objects up to 50 lbs. without assistance Frequent standing, sitting, walking, bending, twisting, reaching, and repetitive motion Ability to remain in a stationary position for extended periods Must be able to reach overhead and below the knees, including stooping and climbing when necessary Requires strong visual acuity, listening, hearing, and communication abilities EOE M/D/F/V