Food & Beverage Administrative Assistant

BE LIMITLESS
Do what you Love, Care for the World,
Challenge the Status Quo!

WELCOME TO SWISSÔTEL CHICAGO
Swissôtel Chicago is a luxury 4 diamond hotel with 662 rooms and suites located in the heart of downtown Chicago. Inspired by our brand pillar, Vitality, our Swissôtel Chicago family is united by a common vision to re-engage, re-inspire and re-vitalize our commitment to delivering quality service, building quality relationships and living quality lives.  

At Swissôtel Chicago, we put the emphasis on our people. We are extremely proud of our Vitality initiatives and offer a variety of wellness programs for our Colleagues, who – in turn – aspire to bring quality of life into our guests’ lives. Our goal is to provide a motivating and rewarding environment that attracts talented individuals who wish to develop their careers within a culture that values creativity and innovation in order to execute winning results aligned with our Vitality vision. Through our initiatives and Vitality culture, we have been named a Top Workplace by the Chicago Tribune for 8 years in a row!

Be Bold, Be Inspired, Be You.

WHAT YOU WILL BE DOING:
Do you have a desire to learn and grow within the Food & Beverage world? We’re looking for the “backbone” for our F&B Department – someone that will thrive in daily operations while keeping our team organized and motivated. Your attention to detail and excellent communication skills will empower our team to deliver exceptional service to our guests & clients. The F&B Administrative Assistant will spend 70% of their time assisting the Banquets department, and 30% of their time assisting the Outlets department.

Banquets:

• Merge & Review Event listing report.
• Work closely with the Accounting department by providing reports and banquet checks in a timely manner.
• Prepare the daily banquet recap sheet for the Banquet Management team, outlining event start times, group guarantees, and menu selections
• Track & maintain the daily attendance sheet, ensuring accurate documentation of team member attendance, call-offs, and schedule changes
• Daily responsibilities include printing & distributing server tip sheets, daily sign in sheets, closing banquet checks, printing buffet labels and event signage.
• Assists with administration and organization of Fair Workweek paperwork.
• Set up team for success by creating cover sheet with detailed list of events, start & end times, and server assignments. Responsibilities also include printing manager, server, and coffee break packets for following day’s events.
• Compile list of all office supplies, uniforms, and any other department supplies for monthly purchasing
• Keep inventory of all purchases and uniforms via excel spreadsheets.
• Performs other duties as assigned.

Outlets:

• Assists with administration and organization of Fair Workweek paperwork.
• Provides coverage for breakfast hostess when needed.
• Assists with updating menus and updating prices on POS.
• Handles all purchasing of office supplies, uniforms, and any other request through BirchStreet.
• Keep inventory of all purchases and uniforms via excel spreadsheets.
• Maintain and audit credit card transaction logs to ensure accuracy, proper documentations, and full compliance with PCI standards
• Monitor & track alcohol & food handler certifications for all team members, ensuring certifications remain current and compliant with local health department regulations
• Record meeting minutes, and assist with distribution of departmental meeting agendas during department meetings
• Performs other duties as assigned.

Physical aspects of the position include but are not limited to the following: 

• Occasional standing and walking throughout shift
• Occasional lifting and carrying up to 50 lbs
• Occasional kneeling, pushing, pulling, lifting
• Occasional ascending or descending ladders, stairs and ramps

YOUR EXPERIENCE AND SKILLS INCLUDE:

• Previous Banquet experience preferred
• Creative and passionate about customer service
• Warm and caring personality
• Highly responsible and reliable
• Able to work in a high-pressure environment
• Excellent interpersonal and communication skills; a team player
• Strong interpersonal and problem solving abilities
• Ability to read, and understand BEOs
• Ability to communicate effectively in oral or written form
• Ability to work well under pressure in a fast paced environment
• Ability to work cohesively as part of a team with or without supervision
• Ability to anticipate and focus attention on guest needs, being professional and welcoming
• Ability to use Microsoft Office Products (Word, Excel, Outlook)
• Must be able to work any shift assigned, such as holidays, weekends, mornings, afternoons and evenings.

WHAT IS IN IT FOR YOU:

• Position Hourly Rate: $26.76
• Employee Benefit Card offering discounted rates at Accor worldwide
• Learning & Development programs through our Academies
• Opportunity to develop your talent and grow within our property and across the world!
• Ability to make a difference through our Corporate Social Responsibilities, such as Sustainability, Diversity, Inclusion & Belonging
• Extended Benefit Package

Heart + Artist = Heartist®
Our Heartist Culture 
At Accor, we are all Heartists®. Passionate and experts in what we do, each and every one of us, with our own personality, master the fine art of welcoming, connecting, and serving others. We are passionate about people and attentive to the world, it is the Heartist® way of being.

Generous, attentive, and free, we ensure that everyone can come as they are, and feel like they belong. As one big team, we know that only together can we do amazing things! The world is more welcoming when we’re connected heart to heart. How we do it? We care, we dare, we place people at the heart of everything we do.

We aim at creating exceptional experiences that will turn both guests and employees into raving fans, because our own well-being in our jobs is just as important as our guest fulfillment. Like all good stories, everything is related. We are driven by our shared values. 

Come As You Are
Imagine a workplace with leaders and colleagues who show up real, who embrace vulnerability, let go of egos and inspire authentic, genuine connections. Come as YOU are by adding your voice to 120 cultures and counting. Our culture of inclusion welcomes everyone, regardless of race, gender, background, or… anything really!

For five years in a row, our colleagues have voted Swissôtel Chicago a Top Workplace and every day we strive to bring our best selves to work to live up to this tremendous honor. We are looking for individuals who love nothing more than to connect with fellow humans. If you love the idea of building a career and being celebrated in your job for simply being YOU – then apply with us today and tell us about yourself! 

Our Community Outreach
Our colleagues are passionate about connecting to the world and to others. We extend this passion to our Chicago community through our partnership with SOS Children’s Villages Illinois, a family focused organization that strengthens broken families, brings education and provides a safe and positive environment for underprivileged children. What started as a fundraising campaign quickly evolved into a heart campaign, giving hope to children, who were once less-fortunate, and showing them that we are dedicated to providing a brighter future.   

Our Vitality
Made possible by Harry Weese’s visionary design, Swissôtel Chicago boasts “forever” views of the Chicago skyline, Navy Pier, and Lake Michigan. Our colleague culture is inspired by Vitality; united by a common goal to deliver heartfelt service, build meaningful relationships and lead quality lives. With incomparable event space, 662 newly renovated guest rooms and suites, a one of a kind penthouse ballroom and flawless food & beverage delivery, Swissôtel Chicago is the premiere hotel in Chicago for leisure and conference guests.  

About Accor
We are a worldwide Augmented Hospitality leader. We are 300,000 experts committed to reinventing hospitality with unique and unrivalled experiences within our addresses. We are Accor. Our promise is caring and impeccable service. We nurture real passion for service and achievement beyond limits. Our mission is to make the impossible possible to realize your dreams. 

We’re so much more than hotels—we’re creating innovative lifestyle experiences, whether you live, work or play. Blaze your own trail from 50+ hotel brands, restaurants, nightclubs, spas, co-working spaces, and tech start-ups. 

About Swissôtel Hotels & Resorts 
Swissôtel Hotels & Resorts got its start in Switzerland, a country known for big mountains and equally high standards of living. Its contemporary Swiss style and locally inspired flair attracts business and leisure travelers who enjoy high-end hotels but prefer fresh innovation to stale pretension. Conveniently located where travelers want to be, Swissôtel provides guests with the opportunity to stay in the heart of city centers worldwide where access to business and shopping districts are right around the corner. Swissôtel properties can be found in over 30 well-located properties around the world, with many more in development. 
 
As guests of the world, every Swissôtel upholds Swiss sustainability standards. In fact, Swissôtel has a mission: to treat guests, team members, and the environment with equal respect. Swissôtel is now part of Accor, a world-leading travel & lifestyle group and digital innovator offering unique experiences in more than 4,000 hotels, resorts and residences around the globe. But no matter how international Swissôtel becomes, just like the country it was founded in, it remains a small hotel at heart.