F & B Administrator (Food & Beverage)

Position Overview

The F&B Administrator serves as the operational and coordination hub between Back of House, Front of House, Events, Store, and Procurement. This role provides essential operational, documentation, and coordination support to Gaby Lagos Kitchen, Front of House operations, and VLSL Events functions. The F&B Administrator ensures smooth service delivery, accurate production records, proper recipe implementation, stock movement documentation, and alignment with procurement and internal control requirements. As the administrative engine of F&B operations, this position keeps all functions organized, documented, and compliant.

Key Responsibilities

Back of House & Front of House Coordination

• Circulate daily production sheets to the kitchen
• Gather and compile kitchen inventory orders for service and events
• Ensure BOH receives correct event function sheets 48 hours before any event
• Coordinate menu updates between Head Chef, F&B Manager, Events, and Programmes as required
• Ensure recipe versions, portion sizes, and plating guides are current and properly filed

Documentation & Administrative Support

• Maintain event production sheets and follow up on completion
• File all F&B documents systematically, including recipe updates, production logs, and event sheets
• Coordinate menu and drinks updates with Head Chef and Bar Manager, providing timely information to F&B Accountant for Jonas System input
• Maintain all F&B operational templates

Stock Movement Tracking

• Document daily transfers between BOH and Bar
• Ensure daily waste is documented and monthly waste reports are submitted by the 7th of each month
• Cover stock controller responsibilities during leave periods

Event Support & Coordination

• Prepare kitchen production sheets for events based on approved function sheets
• Confirm availability of correct equipment, crockery, cutlery, glasses, and food items for events