Admin Coordinator – Food & Beverage Department

Northwood Investors•Islamorada, FL

22h•Onsite

About The Position

Cheeca Lodge & Spa is seeking an organized, proactive Administrative Coordinator to support its Food & Beverage department, including restaurant, bar, and banquet operations. The role supports smooth daily operations by maintaining staff compliance documentation, coordinating uniforms and lockers with Cintas, assisting department leadership, and managing scheduling and reservation systems. The coordinator maintains certification and training records, supports the weekly scheduling process in OnTrack, and manages reservations in OpenTable after completing OpenTable Academy training. Additional duties include administrative support, invoice and purchase-order processing, inventory tracking, preparing reports and presentations, responding to guest inquiries, and coordinating with other departments. The position also assists with event logistics, including weddings, corporate functions, and group dinners. This is a full-time, hourly, non-exempt position. Typical hours are Monday through Friday, 8:00 AM to 4:30 PM, with occasional weekends and evenings based on events. Compensation is a competitive hourly wage based on experience.

Requirements

Prior experience in administrative support or operations.
Strong computer skills, including Microsoft Excel and Outlook, and the ability to learn new systems.
Excellent communication and interpersonal skills.
Ability to multitask and stay organized in a fast-paced environment.

Nice To Haves

Hospitality experience.
Bilingual ability in English and Spanish or English and Creole.

Responsibilities

Maintain current Safe Serve and Responsible Vendor certification records for applicable staff.
Track new-hire training completion during the first 30 days, monitor expiration dates, send reminders, and maintain readiness for audits or inspections.
Coordinate uniform distribution and locker allocation with Cintas and department managers.
Track uniform inventory and invoices and enforce the policy of three uniforms per employee by job code.
Limit locker access to J1/H2B employees unless otherwise authorized.
Provide administrative support to Food & Beverage leadership, including document preparation, filing, on-property errands, and support during busy shifts.
Maintain a helpful, visible office presence during scheduled hours and complete tasks professionally with attention to detail and follow-through.
Enter weekly team schedules into OnTrack by the weekly deadline, typically Friday.
Organize department scheduling folders on shared drives and archive them appropriately; make necessary scheduling adjustments and maintain accurate records.
Complete OpenTable Academy training and maintain current knowledge of the platform.
Manage reservations across outlets, optimize cover counts, and maintain clear guest notes.
Maintain accurate reservation, guest preference, and event records.
Process invoices and purchase orders and assist with organizing financial documents.
Support inventory tracking and ordering of Food & Beverage supplies.
Prepare reports, spreadsheets, and presentations for departmental needs.
Answer guest phone calls and inquiries professionally and with a solutions-focused approach.
Coordinate with other departments to support seamless guest experiences.
Assist with planning and supporting weddings, corporate functions, and group dinners.
Help manage event logistics, menu confirmations, staffing rosters, and setup coordination.
Provide scheduling support and help maintain accurate timekeeping.
Foster a collaborative, positive, team-focused work environment.