Hospitality Coordinator

The Food & Beverage Coordinator (Service Coordinator) is responsible for providing comprehensive administrative and operational support to the Food & Beverage leadership team. This role ensures the smooth operation of all back-of-house administrative tasks, including cost tracking, sales coordination for private events and in-room dining, and menu management. The F&B Coordinator serves as a liaison between sales, operations, and culinary teams, maintaining efficiency and alignment with Faena’s world-class hospitality standards.

This full-time position has an hourly rate of $36.00 per hour.

DUTIES AND RESPONSIBILITIES

• Track and analyze F&B expenses, sales trends, costs, and budget variances, preparing accurate reports for management.


• Maintain and update food, beverage, and operational sales data to support financial planning and forecasting.


• Assist with invoice reconciliation, purchase orders, vendor pricing, and cost tracking.


• Monitor purchasing discrepancies, outstanding invoices, and product cost changes, escalating concerns to leadership.


• Support monthly financial reporting and cost-control initiatives across all F&B outlets.


• Serve as the primary administrative liaison between F&B, Sales, Culinary, and other departments for buyouts, private events, and special in-room dining requests.


• Coordinate event requirements, specialty menus, pricing information, and operational details with the appropriate teams.


• Assist with event costing, sales forecasting, and profitability analysis.


• Work closely with Culinary and outlet leadership to communicate event timelines, menu changes, and special requirements.


• Track upcoming events, deadlines, and outstanding operational needs to ensure timely preparation and execution.


• Oversee the printing, cutting, assembling, organizing, and distribution of menus and other F&B collateral across all outlets.


• Maintain accurate and sufficient menu inventory such as ensuring there is enough paper, ensuring each outlet has the appropriate quantity and current version.


• Coordinate menu revisions, seasonal updates, pricing changes, and item availability with Culinary and F&B leadership.


• Ensure approved menu updates are accurately reflected across physical menus, room service materials, digital platforms inclusive of POS silverware, and the hotel website and coordination with opera.


• Conduct regular reviews of menus for accuracy, presentation, cleanliness, and brand consistency.


• Maintain organized digital files and approved templates to facilitate timely printing and replacement.


• Provide administrative support to F&B leadership, including data entry, scheduling coordination, correspondence, and document preparation.


• Maintain accurate and organized operational records, vendor contracts, product catalogs, purchasing documents, and departmental files.


• Coordinate meeting schedules, prepare agendas, document meeting notes, and track action items.


• Assist with daily operational reports, DOP submissions, and departmental documentation.


• Maintain trackers for outstanding requests, projects, and operational deadlines.


• Facilitate communication between F&B outlets and supporting departments to ensure requests are addressed promptly.


• Support the organization and maintenance of health, safety, sanitation, and operational compliance documentation.


• Assist with tracking required training sessions, attendance records, certifications, and COP acknowledgments.


• Ensure operational checklists, logs, and required documentation are properly organized and accessible for audits.


• Assist F&B leadership with audit preparation and follow-up on administrative compliance requirements inclusive of attending CEO meetings and taking notes.


• Identify missing or outdated records and communicate discrepancies to the appropriate managers.


• Prioritize daily administrative and operational requests based on urgency and business needs.


• Maintain consistent communication with F&B leadership regarding outstanding tasks and project updates.


• Follow through on assigned responsibilities, ensuring completion within established deadlines.


• Proactively identify administrative gaps, opportunities for improved organization, and ways to streamline departmental processes.


• Maintain confidentiality, professionalism, accuracy, and attention to detail in all departmental matters.

QUALIFICATIONS DESIRED

• Minimum 2-3 years of experience in an administrative or coordination role within hospitality, food & beverage, or event sales.


• Proficiency in cost tracking, data entry, and financial reporting


• Familiarity with POS, inventory, and reservation systems (such as SevenRooms, OpenTable, MICROS)


• Ability to multitask and manage multiple projects in a fast-paced environment


• Strong communication skills to liaise effectively between departments


• Fluent in English; additional languages a plus


• Availability to work flexible hours, including evenings and weekends as needed


• Ability to effectively communicate across multiple teams and departments


• Knowledge of hospitality operations, menu costing, and event sales procedures.


• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Endure various physical movements throughout the work areas


• Ability to move safely in uneven terrain or in confined spaces


• Remain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift


• Medium Work: Exerting up to 40 pounds of force occasionally, and/or 20 pounds of force frequently, and/or up to 10 pounds of constantly moving objects, may occasionally lift and/or move up to 25 pounds