Food & Beverage Coordinator - Holiday Inn Singapore Little India

JOB OVERVIEW:

Provides efficient and comprehensive administrative services to Food & Beverage Operation and F&B Director. Promotes the desired work culture around the five core values of Trust, Integrity, Respect, One Team and Service of the InterContinental Hotels Group and the brand ethos.

At Holiday Inn^® we want our guests to relax and be themselves which means we need you to:

• Be you by being natural, professional and personable in the way you are with people
• Get ready by taking notice and using your knowledge so that you are prepared for anything
• Show you care by being thoughtful in the way you welcome and connect with guests
• Take action by showing initiative, taking ownership and going the extra mile

DUTIES AND RESPONSIBILITIES

• Check I-Schedule approval for all Food & Beverage Individual Business Unit (IBU) in absence of Asst. F&B Manager
• Clear Food & Beverage mails in pigeon hole and distribute to respective IBU
• Follow up on paper work assigned by F&B Manager
• Attend Food & Beverage meeting and daily briefing
• Update Food & Beverage weekend bookings for all IBUs to Food & Beverage Manager, Assistant Food & Beverage Manager, Chef and General Manager via email
• Attend Marcoms and Food & Beverage meetings
• Handle all phone enquiries from public or colleagues related to Food & Beverage issues if any rises
• Tracking of Food & Beverage comment cards received from guests
• Assist and follow up with all Dining Privilege Card application 
• Attend Workplace Safety and Health Security committee meeting
• Follow up and update with F&B promotions of all F&B outlets and updates Food &Beverage Manager
• Assist IBUs to prepare promotional and administration paper work
• Assist to arrange all F&B meetings and appointment schedules
• Follow up closely with all IBUs regarding outstanding issues
• Assist with all enquiries and purchase of Food & Beverage vouchers
• Handle all administrative work related to Food & Beverage vouchers and liaise with Finance on the monthly report
• Attend all F&B promotion meetings & compile information required for submission
• Consolidate and follow up on outstanding issues with relevant Food & Beverage IBUs and report to Food & Beverage Manager/Assistant Food & Beverage Manager
• Handle all purchase of stationary for all Food and Beverage IBUs
• Take minutes for all meetings by F&B
• Assist with the preparation of Artist contract(if any)
• Assist with all IHG corporate orders and liaise with Chef on menu request
• Coordinates all enquiries from IHG colleagues pertaining to all Food & Beverage requests such as menu selection, dining reservation etc.
• Prepare and distribute Banquet Event Orders (BEOs) for Banquet Operations and Culinary 
• Handle and stock control of all Food & Beverage collaterals
• Coordinate all social media activities relating to F&B marketing & promotions with MARCOM Team
• Consolidate and ensure timely submission of all reports
• Prepare all administration documents required by the Banqueting Operations and service team
• Maintain a correspondence data base (manual and electronic)
• Handle and maintain the all administrative work related to HACCP & Halal certification
• Reconcile Banquet postings to BEO on a daily basis to ensure charges are correct and highlight any discrepancies to the Banquet Operations Manager prior to check being closed (Ensure all daily Banquet postings are accurate and handle all discrepancies and update accordingly) 
• Monthly reconcile of Banquet and event decorations invoices and orders for submission to the Finance
• Work s alongside banqueting operations team to provide accurate signage, table plans, name places and other items as required by event organizers as detailed in the BEO information (Ensure all signage, table plans, name place-card displayed are accurate as per BEO) 
• Assists Banquet Operations teams to ensure all equipment is ordered in advance of event date to facilitate guest satisfaction (Ensure all equipment for the event are set up prior the event) 
• Maintains any Food and Beverage Promotions / Displays inside the hotel (Ensure all the F&B promotion are display and updated accordingly in the hotel’s premise)
• Co-ordinate Internal Meetings where necessary, maintains Delphi records and prepares BEOs as required
• Once reconciled,  updates the event "actual" into the Delphi system (mentioned as per previous pt)
• Liaise with MCST to co-ordinate car parking requirements and timings for air conditioning as detailed in the BEO
• Meets and greets event organisers as required (if needed)
• Raises required PR's for additional event decorations as required including, but not limited to wedding theme items, floral and gifts
• Prepares "Welcome Letters and Hotel Information Packs" to event organisers for distribution on the day of the event
• Coordinates with the arrangement of wedding shows arranged by Catering Sales Team & Operations Team

ACCOUNTABILITY:

• Reverting to guests on a timely manner within 2 hours for enquiries and within 24 hours for proposal

QUALIFICATIONS AND REQUIREMENTS:

• Diploma in Hospitality Management
• Proficient with Microsoft Office /Delphi
• Good communications and writing skills
• Ability to multi-task in a fast pace environment 
• At least 1 year experience in catering department or equivalent