Administrative Coordinator – Food & Beverage Department
About The Position
Cheeca Lodge & Spa is seeking an organized and proactive Administrative Coordinator to support its Food & Beverage restaurants, bars, and banquet operations. The role helps ensure smooth daily operations through staff compliance tracking, vendor coordination, administrative support for department leadership, and maintenance of scheduling and tracking systems. The coordinator maintains training and certification records, manages the uniform and locker program, enters weekly schedules into OnTrack, and supports reservations through OpenTable. Additional duties include organizing financial and operational documents, tracking supplies, preparing reports, responding to guest inquiries, coordinating with other departments, and assisting with event logistics. The position is full-time, hourly, and non-exempt, with typical hours Monday through Friday, 8:00 AM to 4:30 PM; occasional weekends and evenings may be required for events.
Requirements
- Prior experience in administrative support or operations.
- Strong computer skills, including Microsoft Excel and Outlook, and ability to learn new systems.
- Excellent communication and interpersonal skills.
- Ability to multitask and stay organized in a fast-paced environment.
- No facial or tongue piercings.
- No facial, hand, or face/neck tattoos.
Nice To Haves
- Hospitality experience preferred.
- Bilingual in English and Spanish or English and Creole is a plus.
Responsibilities
- Maintain current Safe Serve and Responsible Vendor certification records for applicable staff.
- Track new-hire training completion within the first 30 days, monitor certification 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, enforce the policy of three uniforms per employee by job code, and limit locker access to J1/H2B employees unless otherwise authorized.
- Provide administrative support to F&B leadership, including document preparation, filing, on-property errands, and support during busy shifts.
- Maintain a helpful and visible presence in the office 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 scheduling folders on shared drives, archive them appropriately, and make accurate adjustments as needed.
- Complete OpenTable Academy training and maintain 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 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, including 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.
Benefits
- Up to 18 days of paid time off, including holidays.
- Employee discounts at Northwood Hospitality Properties.
- Up to 50% discount at Bass Pro Shops.
- 401(k) with employer matching.
- Employer-paid short-term and long-term disability insurance.
- AD&D insurance.
- Medical, dental, and vision insurance.
- Flexible spending and health savings accounts.
- Life insurance.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
