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Executive Assistant Manager

  • Qatar, Middle East
  • Unspecified

The EAM will provide leadership for all the day to day operation of the hotel for F&B division including the Kitchen, Banqueting, Restaurants, Executive Lounge, Room Service, Stewarding, F&B Cost Control in respect to standards, revenues and cost control with the aim of achieving optimum financial returns for the company/owners, whilst ensuring highest levels of associate and guest satisfaction.

It is not the intent of this job description to cover all aspects of the position but to highlight the most important areas of responsibility.

Key Responsibilities

Human Resources

·Responsible for HR leadership of direct reports and their teams (recruitment and selection, performance management (Appraisal/PDP),associate development and motivation, counselling / disciplinary issues)

·Maintain and enhance the open door policy to all associates providing advice and guidance when needed in regards to their issues or concerns and/or grievances

·Ensure that the hotels are fully compliant with Wyndham people processes and deadlines that govern all Wyndham properties. i.e. AOS, Success Matters, Probation reviews etc.

·Ensure that the administration of the 3-month/5 month review process in the property and ensure that follow-up for all issues is done in timely manner and results of both follow-up and the initial reviews are communicated to all relevant parties

·Talent Reviews are alive and active and the target audience know why they are so important

·Ensure 100% compliance with all mandatory training for departments; as well as the Departmental Trainers positively encouraged

·Control the LTO in the operational departments in conjunction with the DHR to ensure that any areas of concern and monitored and rectified.

·Conduct regular coaching sessions with HOD’s to further develop both their technical and management skills.

·Manage the AOS process for the operational departments ensure that the follow up meetings are done and the staff members have timely feedback.

·Conduct interviews for all Supervisory and HOD positions

·Review manning and re-recruitment of all positions

·Talent Reviews are alive and active and the target audience know why they are so important

·Ensure one CSR event takes place every quarter

·Ensure that you dine in the Associate restaurant at least three times a week and provide DHR feedback


·To conduct or chair regular communication meetings with HOD’s and actively participate in relevant business meetings to facilitate effective communication.

·Conducted weekly documented 121’s with all direct reports

·Share all relevant information with GM in weekly 121’s

·Monthly HOD Meeting

·Weekly Exec Com Meeting

·Quarterly all Hotel Meeting


·Meet with all the HOD’s with DHR to discuss their manning wish list for the follow year’s budget

·Prepare the F&B expenses budget in conjunction with HOD’s

·Ensure vacation, PH and lieu days are used to the needs of the business

·Analysis of the above to see if the hotel need to change the way that we use casuals etc. – make a business case with the HOD for any changes

·Review with the DoF/DHR the payroll figures and challenge the HOD’s with regards to over spending and casual usage

·Ensure that the payroll is submitted to HR on the agreed date

·Maintain close liaison with DoR to monitor market trends, competitive data and business forecasts. To train and develop HOD’s in all aspects of management reporting, including budgeting, forecasting, marketing and promotions, cost control and revenue generation

·Responsible for delivery of budgeted targets – payroll costs, F&B costs, F&B Revenues to ensure margins and cost reduction targets are achieved.

·Ensuring that each operation is accounted for separately as an individual profit centre, the HOD’s are fully accountable for its profitability and the operational budget strictly adhered to

·Assisting the HOD’s to prepare monthly forecasts

·Staying up-to-date with financial results (budget versus actual) in sales and cost areas and ensure that sales and profit are maximised

·Controlling expenses and recommend and implement measures to control them.

·As a member of the Exec Com develop and implements property wide strategies that deliver products and services to meet or exceed the needs and expectations of the hotel guests and staff members while providing ROI

·Leadership of the F&B Division to maximise efficiency and achieve thehighest volume of revenue and EBIDTA

·Attend and actively participate to the Revenue Strategy meetings on a regular basis.Presenting the F&B revenues, trends and actions to correct where necessary.In addition to requesting and arranging support from other departments at this meeting to assist.Use the information gained at this meeting for forward business trends to plan resources for the following weeks/months.

·Maximize revenues for all areas of the operation, through innovative marketing and promotional activities, focused customer research, creative and innovative menu’s and promotions, and development of new products / services/features in conjunction with the DOSM

·Take an active role in the preparation of the Marketing Plan, Operation Plan and related Action Plans, including F&B pricing strategies

·Work with the DoR on the forecasting both mid-month and 3 months to ensure that the operational departments come in at the budgeted numbers

·With relevant HOD’s manage the third party contracts

·Manage the food and beverage costs to agreed levels in conjunction with the relevant HOD’s

·Prepare financial budget/forecast to reach the desired revenue and profitability for all F&B operations. Leverage the existing tools (i.e. forecasting tool, P&L reports) to ensure forecast, budget and their accuracy are achieved along the quarters and year over year. Assume a leading role (in conjunction with the DoF) in F&B financial reporting (Budget, Outlook, Forecasts and actual production reporting) and train HOD’s in all aspects of Financial Reporting.

·Implement and maintain effective control of food, beverage, labor costs and productivity among all sub-departments.In addition management of all expense cost lines in the F&B P&L.


·Provide the strategic direction for all the Food and Beverage operational departments of the Hotel, including Restaurants, In-Room Dinning, Bars, Banquet/Catering Operations, Kitchen Operations, Stewarding, Staff Dining Room, and Food & Beverage Cost Control.

·Plan and direct the functions of administration and planning of the F&B Department to meet the daily needs of operation.

·Train and develop the team and provide support when required

·Ensure all direct reports have an PDP to achieve their goals

·Ensure that effective communication flow is maintained at all times

·Actively participate in the community involvement projects and initiatives together with the hotel’s management team

·Attend Departmental Meetings to address any issues or concerns for staff each department on a quarterly basis

·Ensure that the operational departments work effectively as one team to provide a seamless service across the operation.Institute a clear communication strategy within the hotel and supporting teams to ensure effective sharing and updating of information throughout the property, including a structured and active meetings and briefings process. Seeking opportunities to encourage teamwork in order to share resources and best practice between departments

·To ensure that standards of service are maintained across the entire operation, through the use of the LRA, Standards and Procedures and a commitment to both on and off job training

·To work closely with all operational HOD’s to ensure the Hotel is in full compliance with licensing regulations, Health and Safety policies, Food Hygiene regulations and other local policy and procedures. Ensuring health, safety, hygiene and other relevant legislative obligations are fulfilled; ensuring the safety and wellbeing of the hotel, guests and associates

·To work with the operational HOD, General Manager, DOSM and PR/Advertising Agencies to develop new business opportunities within F&B, and to continually work on improving existing operations to ensure they exceed both our guests and owners expectations

·Have a detailed understanding of the competitive landscape, not limited to the hotel competitive set but of the F&B landscape as a whole in your area/city including emerging trends.

·Regularly review and evaluate the degree of customer acceptance of the individual restaurants and banquet service. Define new operating and marketing policies whenever declining or constant sales imply dissatisfaction by the customers, a material change in the make-up of the customer market, or a change in the competitive environment.

·Work closely with the Sales team to assist in closing Group/Event business through participation in Site Inspections, manipulating pricing and offering to fit budgets presented by the Sales/Catering teams.

·Be fully up to speed with emerging trends within the competitive landscape.

·Take an active role in the preparation of the Marketing Plan, Operation Plan and related Action Plans, including F&B pricing strategies.

·Maintaining a business environment based on the Code of Conduct and Company Vision

·Conducting frequent and thorough inspections of the hotel operations to ensure service excellence is consistently maintained

·Verifying that the best products are used in the hotel operation on a regular basis.

·Taking responsibility for the timely delivery of capital projects within the building to ensure company assets are effectively maintained

·Deputising generally in the absence of the General Manager when required

·Together with the HOD’s, take a leading role in positively representing the company with guests, reinforcing a customer focused approach to hotel operations at all times – and harnessing WynReview data is a tool to measure success

·Establish positive contacts within the hotel and Wyndham’s internal organization to ensure best use of company’s skills, services and professional knowledge. Identify opportunities for resources and facilities to be shared between the properties and implement best practice.

·Work closely with all F&B HOD’s and the Chief Engineer to ensure the Hotel is in full compliance with licencing regulations, Health and Safety, Food Hygiene regulations and other Wyndham policy and procedures

Any other reasonable duties as directed by the General Manager

Profile Required

·Ideally BA Hotel Management/Business or equivalent

·Ideally Director of F&B/F&B Manager previously, progressive growth in F&B Division – 5-10 years relevant experience

·Preferably experience in a branded international hotel chain

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