Administrative Assistant at Sandestin Golf & Beach Resort

Join the Team Behind Exceptional Guest Experiences at Sandestin Golf and Beach ResortAre 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 roleit is an opportunity to be an essential part of a collaborative team that delivers unforgettable events and elevated dining experiences.

Position SummaryThe 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 ResponsibilitiesAdministrative SupportProvide day-to-day administrative support for the Food & Beverage DepartmentMaintain department files, records, reports, and documentationMonitor budget-related activity including expense tracking, invoice processing, and financial record maintenanceCoordinate Food Safety certification classes and maintain compliance recordsAssist with banquet projects and track departmental initiativesEnsure all administrative deadlines and reporting requirements are met accurately and on timePayroll CoordinationReview and verify employee timecards, departmental transfers, and job coding accuracyCommunicate with banquet managers to ensure timely and accurate payroll submissionTrack and verify contract labor hours and report labor usage to vendorsCompile and report banquet gratuities for final payroll processingPublish banquet schedules created by department managersBanquet Operations SupportProcess and distribute weekly Banquet Event Orders (BEOs) to all relevant departmentsAssist with daily End-of-Day reporting as neededMaintain strong communication between banquet staff and Conference ServicesComplete daily banquet billing processes including: Entering Delphi actualsPreparing banquet checksVerifying charges with Banquet ManagersEntering information into Infogenesis POSPreparing and distributing billing reconciliationsCoordinate guest amenities, deliveries, and inventory managementCreate banquet signage and event support materialsAccounts Payable SupportProcess and approve invoices, including contract labor invoicesSupport storeroom requisitions and invoice managementReconcile departmental P-cards and ensure expense accuracyAdditional ResponsibilitiesCreate cart tags and food labeling stickers as neededMaintain office supply inventory and place supply ordersDeliver and retrieve dry-cleaned uniformsAssist guests with Business Center needsProvide lateral departmental support when neededCoordinate annual Thanksgiving To-Go reservations and seasonal projectsSupport the team with special assignments and operational needs as assignedWhat Were Looking ForStrong organizational skills with exceptional attention to detailAbility to prioritize multiple tasks in a fast-paced environmentExcellent communication and interpersonal skillsStrong problem-solving abilities and a proactive mindsetProfessionalism, discretion, and a strong sense of accountabilityExperience with payroll processing, invoicing, or hospitality operations preferredPrevious administrative experience in hospitality, food & beverage, or resort operations strongly preferredWorking Conditions & Physical RequirementsPrimarily office-based with occasional outdoor activity throughout the resortAbility to work under pressure and manage multiple priorities with professionalismAbility to lift, carry, push, pull, and move objects up to 50 lbs. without assistanceFrequent standing, sitting, walking, bending, twisting, reaching, and repetitive motionAbility to remain in a stationary position for extended periodsMust be able to reach overhead and below the knees, including stooping and climbing when necessaryRequires strong visual acuity, listening, hearing, and communication abilitiesEOE M/D/F/V