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.