About the job
Job Description
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
• 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
Additional Information
All your information will be kept confidential according to EEO guidelines.
