FOOD AND BEVERAGE ADMINISTRATIVE ASSISTANT

Clear Creek Tahoe is a private golf community, offering over 375 incomparable homes and homesites, an 18-hole nationally acclaimed Coore and Crenshaw golf course and a collection of family-friendly amenities. This begins with a beautiful clubhouse, our Twin Pines Lake and Ski House, several overnight guest cottages, a pro-shop and Summit Camp for all the outdoor fun our members/guests could want (swimming pool, games, tennis and pickle ball). Clear Creek's rich history sits on 1,576 acres of expansive and pristine land just southeast of Lake Tahoe on the Nevada side.

The history, the beauty, the adventure…all make Clear Creek Tahoe an amazing place to work!

FOOD AND BEVERAGE ADMINISTRATIVE ASSISTANT

Seasonal (with the potential to move to full time year round)

The Food & Beverage Administrative Assistant is responsible for providing administrative, financial, and operational support to the Food & Beverage Department across all club dining venues, including the Clubhouse, Summit Camp and Twin Pines. This position plays a critical role in ensuring efficient day-to-day operations through purchasing and receiving coordination, invoice management, payroll support, scheduling, event coordination support, billing accuracy, inventory tracking, and process improvement initiatives.

The ideal candidate is highly organized, detail-oriented, and service-focused with the ability to manage multiple priorities in a fast-paced hospitality environment. This individual will serve as a key administrative partner to Food & Beverage leadership and will contribute to the overall success of the department through strong communication, organization, and execution.

KEY RESPONSIBILITIES

Administrative Support & Organization

• Provide administrative support to the Director of Food & Beverage and Food & Beverage leadership team.
• Maintain departmental files, records, reports, and operational documents.
• Assist with correspondence, meeting preparation, agendas, and follow-up action items.
• Create and maintain standard operating procedures, forms, templates, and departmental resources.
• Support departmental communication initiatives and ensure information is distributed effectively.

Purchasing, Receiving & Inventory Administration

• Assist with food, beverage, operating supply, and equipment purchasing processes.
• Coordinate vendor orders and maintain purchasing records.
• Verify invoices against purchase orders and receiving documentation.
• Assist with inventory tracking and reporting.
• Maintain vendor files and pricing agreements.
• Support receiving processes to ensure products are accurately accounted for and entered into the appropriate systems.
• Assist leadership with identifying purchasing efficiencies and cost-saving opportunities.

Accounting, Billing & Financial Administration

• Review, process, and code invoices for approval and payment.
• Reconcile invoices, purchase orders, and receiving records.
• Assist with month-end reporting and financial documentation.
• Support member billing accuracy for food, beverage, and event charges.
• Research and resolve billing discrepancies in a timely manner.
• Assist with budget tracking, expense reporting, and departmental financial analysis.
• Prepare reports and documentation for Food & Beverage leadership and accounting teams.

Payroll & Scheduling Administration

• Assist managers with employee scheduling and labor tracking.
• Review schedules for accuracy and compliance with labor guidelines.
• Audit employee timecards and payroll records.
• Assist with payroll processing and payroll-related inquiries.
• Maintain employee records, certifications, and required documentation.
• Support onboarding and administrative training processes for new hires.

Event & Member Experience Support

• Provide administrative support for club events, member functions, and private events.
• Assist with event billing, contracts, banquet event orders, and operational planning documents.
• Coordinate communication between Food & Beverage, Events, Membership, and Operations teams.
• Support execution of member experiences and special programming throughout the year.
• Assist with event logistics, reservations, and follow-up reporting.

Process Improvement & Operational Support

• Identify opportunities to streamline workflows, improve efficiencies, and enhance departmental organization.
• Assist with implementation and management of operational systems and technology platforms.
• Support departmental compliance with Club policies, procedures, and service standards.
• Generate reports and analytics to support operational decision-making.
• Participate in special projects and departmental initiatives as assigned.

REQUIRED EXPERIENCE AND EDUCATION

Key Attributes

• Hospitality-driven with a passion for service excellence.
• Highly organized with exceptional attention to detail.
• Strong administrative and time management skills.
• Proactive, resourceful, and solutions oriented.
• Ability to manage multiple priorities simultaneously.
• Team-oriented with a positive and professional attitude.
• Strong communication and interpersonal skills.
• Ability to maintain confidentiality and professionalism.

Success Metrics

• Accuracy and timeliness of invoice processing and billing.
• Payroll and scheduling accuracy.
• Efficient purchasing and receiving administration.
• Successful support of departmental events and programming.
• Process improvements that increase operational efficiency.
• Positive feedback from department leaders and team members.
• Strong organization and administrative execution across all Food & Beverage operations.

Qualifications

• Two or more years of administrative experience in hospitality, food and beverage, private club, hotel, or restaurant operations preferred.
• Experience with purchasing, invoices, payroll, scheduling, or accounting functions preferred.
• Strong proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Experience with club management systems, POS systems, or accounting software preferred.
• Exceptional organizational, communication, and follow-up skills.
• Ability to work independently while supporting multiple leaders and departments.
• Strong attention to detail and commitment to accuracy.