MAIN DUTIES:
Administration
• File all staff request forms and update it on a daily basis
• Submit all menus to (A)DFB for corrections and approval
• Liaise with clients for all event contract related (in outlets)
• Liaise with sales for all entertainment booking for banqueting
• Must be a facilitator for the communication between FB administration and FB operations
• Always maintain professional confidentiality
• Handle all paper work for visa (Jazz singers, guest shift,…)
• Coordinate with hostess, outlet managers to print out the proper menus
• Submit the attendance record form to (A)DFB for signature and send it out to P&C
• Prepare FOC form for Jazz Divas or guest shift or entertainment (limousine, rooms…)
• Prepare, issue and record all FB purchased gift vouchers
• Handle reservation request received by email and phone.
• Record all FB training checklists in a consolidated format before to send it out to P&C
• Prepare and send the weekly managers and supervisors schedule to DFB
• Work closely with Marcom to ensure the printing of all FB posters and promotions in a proper time frame
• Prepare the daily F&B report for HODs morning briefing.
• Prepare and send the consolidated FB team schedule to Human Resources
• Liaise with the Jazz Music company and follow up on the terms and conditions of the contracts
• Arrange and handle paperwork’s for (A)DFB’s signature
• File all reply to guests in the “guest comments file”
• Handle monthly payment of the entertainment supplier for the entire hotel
Scheduling & Human Resources Support
• Arrange interview schedules for (A)DFB and F&B outlet managers.
• Prepare and circulate weekly managers’ and supervisors’ schedules to DFB.
• Submit attendance record forms to (A)DFB for signature and forward to P&C.
• Follow up on shortlisted profiles and interview outcomes.
• Prepare and submit the consolidated F&B team schedule to Human Resources.
• Prepare FOC forms for entertainment, guest shifts, and related services (transport, rooms, etc.).
• Maintain awareness of departmental financial targets and support basic tracking of expenses and commitments.
• Handle monthly payments and documentation for entertainment suppliers.
• Be aware of the financial target of the department
• Financial & Revenue Support
• Assist in preparing supporting documents for audits, supplier reviews, and contract renewals.
• Prepare and issue F&B gift vouchers and maintain accurate tracking records.
Training and P&C Management
• Proactively follow up with outlet managers on overdue or pending trainings.
• 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.
• Support compliance with Accor, Sofitel, and Sofitel Legend standards during audits and internal reviews.
• Consolidate, track, and record all F&B training checklists in a structured and auditable format.
• Arrange interview schedule for (A)DFB and FB outlet managers
• Follow up on the profiles selected by (A)DFB
• Maintain accurate and confidential personnel, training, and compliance documentation.
Guest Service Responsibilities
• Develop customer loyalty and recognition
• Ensure full guest satisfaction at any time
• Help to develop the FB guest’s database
Marketing & Communication
• Coordinate internal communication related to F&B activations, promotions, and special events.
• Work closely with Marcom to ensure timely printing and distribution of all F&B promotional materials.
• 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.
• Ensure a professional and service‑oriented approach in all guest and partner interactions.
• Support guest recognition initiatives and loyalty programs.
• Assist in developing and maintaining the F&B guest database.
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 bi monthly promotion meeting
• Attend the daily F&B briefing
• 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.
