Title:  Administrative Coordinator

JOB SUMMARY

This position is responsible for providing administrative, clerical, and management support services to the F&B leadership team. The position requires the ability to work independently, exercising judgment and initiative in a variety of operational and administrative areas. This position will need to be flexible and be able to juggle many competing priorities with a positive attitude.   This individual must be able to maintain the confidentiality of work-related items.  The ideal candidate will be versed in items used on both food and beverage sides of the business, including vendors and units of measurement for items ordered. #OakGrove

ESSENTIAL DUTIES AND RESPONSIBILITIES

The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job with or without reasonable accommodations.  This list of duties and responsibilities is not intended to be all-inclusive, but a general illustration.  It may be expanded to include other duties and responsibilities deemed necessary.

• Provide administrative assistance to management team by ordering, receiving, and inventorying all items necessary for F&B operations.
• Work closely with the purchasing and warehouse team to set PAR levels, organize inventory storage, assist with cycle counts, and act as the inventory expert for all supplies for  food and beverage.
• Work closely with vendors to consider new products to bring to management.
• Ensure vendors provide support and materials as required and communicate to hospitality teams when there are gaps in performance. Reviews pricing of variable items and advises management of cost increases which result in item changes or menu increases. 
• Responsible for opening the race card for the day, editing the race cards based on judges’ changes, closing the wagering pools, posting the official results and transferring wagering data from the tote system into trackable spreadsheets.
• Provide purchasing support for the food and beverage teams. Ensure PO’s are created and executed for all purchases in F&B.
• Reviews all receipts against the original PO.  If any delivery arrives without items on the PO, advise buyers if the PO can be closed or if a new requisition is needed for items not received.
• Contribute to the successful onboarding of new F&B Team Members and assist with the Team Member Enhancement Training program as needed.
• Must be physically present to work a regular, reliable, and predictable work schedule in accordance with business demands, and maintain a consistent and regular attendance record.
• Perform special projects and other responsibilities, tasks, or duties as requested.
• Assist with scheduling and payroll team members.
• Order office supplies as necessary.
• Other duties as assigned.

REQUIRED SKILLS AND ABILITIES

• Ability to work in a fast-paced environment and interact with internal departments.
• Knowledge of Food and Beverage items and vendors.
• Understand and represent Oak Grove’s image and reputation both at work and at external functions.
• Maintaining a professional working relationship among personnel.
• Oral and written communication skills.
• Must be able to work in a fast-paced environment on several promotions simultaneously.
• Must be willing to work a flexible schedule; Days of the week/time of day, to accommodate the F&B training requirements, to understand the role and responsibilities of the position, and demonstrate proficiency in the position requirements.
• Demonstrate support and comply with all Safety program elements, including: adherence to policies, exercise of safe work practices, participation in training, use of protective equipment, and reporting all safety concerns, hazards, and non-compliant practices.
• Participate in open communication and provide feedback to management regarding operations, staffing, personal development, and operational productivity

EDUCATION AND EXPERIENCE

• 3+ years of experience as an administrative coordinator/assistant.
• Prior F&B experience strongly preferred.
• Training experience and the ability to speak effectively before groups of individuals are strongly preferred.
• Ability to read and interpret documents such as operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and database applications preferred.
• Able to obtain and maintain a valid Kentucky gaming/racing license.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands described here are representative of those that must be met by a TM to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, climb, bend, and reach with arms and hands, kneel, crawl, and have the ability to lift at least 50 pounds.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit or stand; walk; use hands to finger reach, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud. The TM is subject to circulating throughout the assigned areas, including the smoking area, actively observing players, and the functioning of machines.