Personal Assistant to Director of Food & Beverage

MAIN DUTIES:

Administration

• Submit all menus to (A)DFB for corrections and approval

• Coordinate with hostess, outlet managers to print out the proper menus

• Prepare the daily F&B report for HODs morning briefing.

• Arrange and handle paperwork’s for (A)DFB’s signature

• Handle reservation request received by email and phone.

• Handle all paper work for visa (Jazz singers, guest shift,…)

• Liaise with the Jazz Music company and follow up on the terms and conditions of the contracts

• Liaise with clients for all event contract related (in outlets)

• Record all FB training checklists in a consolidated format before to send it out to P&C

• Work closely with Marcom to ensure the printing of all FB posters and promotions in a proper time frame

• Prepare and send the weekly managers and supervisors schedule to DFB

• Prepare and send the consolidated FB team schedule to Human Resources

• Submit the attendance record form to (A)DFB for signature and send it out to P&C

• File all reply to guests in the “guest comments file”

• File all staff request forms and update it on a daily basis

• Prepare, issue and record all FB purchased gift vouchers

• Prepare FOC form for Jazz Divas or guest shift or entertainment (limousine, rooms…)

• Must be a facilitator for the communication between FB administration and FB operations

• Liaise with sales for all entertainment booking for banqueting

• Handle monthly payment of the entertainment supplier for the entire hotel

• Always maintain professional confidentiality

Scheduling & Human Resources Support

• Prepare and circulate weekly managers’ and supervisors’ schedules to DFB.

• Prepare and submit the consolidated F&B team schedule to Human Resources.

• Submit attendance record forms to (A)DFB for signature and forward to P&C.

• Arrange interview schedules for (A)DFB and F&B outlet managers.

• Follow up on shortlisted profiles and interview outcomes.

• Financial & Revenue Support

• Be aware of the financial target of the department

• Prepare and issue F&B gift vouchers and maintain accurate tracking records.

• Prepare FOC forms for entertainment, guest shifts, and related services (transport, rooms, etc.).

• Handle monthly payments and documentation for entertainment suppliers.

• Maintain awareness of departmental financial targets and support basic tracking of expenses and commitments.

• Assist in preparing supporting documents for audits, supplier reviews, and contract renewals.

Training and P&C Management

• Arrange interview schedule for (A)DFB and FB outlet managers

• Follow up on the profiles selected by (A)DFB

• Consolidate, track, and record all F&B training checklists in a structured and auditable format.

• Ensure timely submission of completed training records to P&C in line with brand and legal requirements.

• Maintain an updated training matrix for all F&B ambassadors (service & culinary), including mandatory, brand, and role-specific trainings.

• Proactively follow up with outlet managers on overdue or pending trainings.

• Support compliance with Accor, Sofitel, and Sofitel Legend standards during audits and internal reviews.

• Maintain accurate and confidential personnel, training, and compliance documentation.

Guest Service Responsibilities

• Ensure full guest satisfaction at any time

• Develop customer loyalty and recognition

• Help to develop the FB guest’s database

Marketing & Communication

• Work closely with Marcom to ensure timely printing and distribution of all F&B promotional materials.

• Coordinate internal communication related to F&B activations, promotions, and special events.

• Support digital updates (menus, promotions, outlet information) in coordination with relevant departments.

Guest Relations & Quality

• File and maintain all guest feedback and replies in the guest comments database.

• Support guest recognition initiatives and loyalty programs.

• Assist in developing and maintaining the F&B guest database.

• Ensure a professional and service‑oriented approach in all guest and partner interactions.

Events & Operations Support

• Support planning and coordination of major F&B events and activations.

• Liaise with Sales and Events teams for entertainment bookings related to banqueting.

• Coordinate logistics, documentation, and follow‑ups for special events.

Meetings to attend

• Attend the daily F&B briefing

• Attend the bi monthly promotion meeting

• Attend Rev Pro meeting

Miscellaneous

• All ambassadors are required to comply with every reasonable request from their hierarchical supervisor(s) within an amount of time that it takes to comply under normal circumstances.

• All ambassadors may be assigned to other duties in the hotel as and when required by business levels.

• Minimum 3 years experience in the same position

• Solid foundation on client handling & business development

• Excellent communication and interpersonal skills

• Strong in Microsoft Office suite

• Fluent in English and Vietnamese (spoken& written)

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