Fleet Food & Beverage Project Administrator for Silversea Cruises

V.Ships Leisure is looking for a Fleet Food & Beverage Project Administrator on behalf of Silversea Cruises. The Fleet Food & Beverage Project Administrator is a shoreside-based position responsible for delivering comprehensive administrative, digital systems, and master-data support to the entire Food & Beverage Division (Culinary, Bar & Restaurant). This role ensures data accuracy, consistency, and timely execution across menu systems, recipe databases, digital tools, operational standards, and documentation workflows. Working closely with Culinary, Bar, Restaurant, Procurement, Hotel Operations, and IT, the Fleet F&B Administrator centralizes time-intensive administrative work to enable leadership and shipboard teams to operate efficiently, maintain brand standards, and ensure seamless operational readiness fleetwide. This position requires high attention to detail, strong system knowledge, and proactive coordination to support continuous improvement in fleetwide service and product delivery.

Key Responsibilities

• Supports the Food & Beverage Team with the maintenance of recipe databases (Culinary, Bar, and specialty programs) within the approved digital platforms.
• Manage menu management systems: correct versioning, formatting, dietary indicators, advisory notes, and structured delivery to shipboard platforms.
• Configure and allocate menus within onboard cockpit systems to support printing, remote ordering platforms, and in-room TV displays; ensure synchronization and provide basic troubleshooting support.
• Support S.A.L.T. and other specialty programs by maintaining menu and recipe content across systems.
• Maintain culinary platform links, maintenance logs, and other digital data repositories ensuring content integrity and retrievability.
• Standardize naming conventions and taxonomy across F&B digital content to maintain structured organization and searchability.
• Format, author, revise, and maintain F&B SOPs, checklists, manuals, setup guides, training tools, and operational templates within corporate standards.
• Maintain version control and disciplined distribution; manage centralized SharePoint repositories, file architecture, naming protocols, permissions, and accessibility.
• Prepare rollout packages, briefing materials, menu bundles, and other operational documents for shipboard teams.
• Ensures documents follow corporate templates, maintain version control standards, and are distributed appropriately.
• Maintains standardized fleetwide master lists including beverage items and product specifications, culinary ingredient specifications and approved substitutions, equipment inventories for bar and restaurant venues, food and beverage equipment tracking and documentation of service requests and follow-ups, par level templates and operational checklists, venue setup diagrams, section plans, and allocation sheets.
• Ensures updates are reflected in aligned files and communicated through proper channels.
• Prepares structured reports using predefined templates to support fleetwide visibility.
• Extracts and organizes system data to assist with consumption reviews, menu changes, equipment needs, and operational insights.
• Assist in menu costing reviews by consolidating recipe component data for budgeting and financial analysis.
• Maintains update logs and system-change records for internal tracking and accountability.
• Supports data consistency by validating accuracy across digital platforms and master files.
• Collaborates with the Bar, Restaurant, Culinary, Training, Procurement, Hotel Operations, and IT teams to ensure data alignment and timely updates.
• Provides administrative support for F&B projects, including new program rollouts, dry dock preparations, and standardization initiatives.
• Support culinary scope of dry dock planning by coordinating documentation, upgrade guidelines, and post-execution updates.
• Assists in preparing materials used across departments, ensuring accuracy and document readiness.
• Prepares and distributes updated documents, templates, and communications to shipboard teams in alignment with F&B leadership.
• Maintains document release registers and communication logs to ensure clarity and traceability.
• Supports the coordination of fleetwide announcements related to operational documentation.

Education / Experience / Qualifications

• Bachelor's degree in hospitality, Restaurant, Culinary, Business Administration, or related field preferred.
• Minimum 3 years of experience in hospitality administration, operations support, or systems/data-focused roles.
• Understanding of hospitality operations, service flows, or culinary/beverage environments beneficial.
• Physically and medically fit for occasional travel to ships or offices.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Strong document formatting, data management, and digital organization skills.
• Experience with recipe/menu software or digital operational platforms preferred.
• Excellent organizational and administrative capabilities.
• Strong communication skills and ability to coordinate across multiple departments.
• Problem solving, adaptability & stakeholder management.
• High attention to detail and ability to maintain accuracy across large volumes of data.
• Ability to manage deadlines and work independently in a structured environment.
• Excellent fluent English (verbal and written) is mandatory. English is the working and safety language of the Company. Additional languages are a plus.
• Strong skills in Excel (functions, pivot tables, structured sheets).
• Comfortable managing large datasets and multiple digital platforms.
• Experience in content administration for internal systems preferred.
• Strong knowledge of document management and template formatting.