F&B Administrative Assistant

Four Seasons•Scottsdale, AZ

2d•Onsite

About The Position

As a Food & Beverage Administrative Assistant, you’ll be the driving force behind the scenes, supporting the Director of Food & Beverage and all outlet managers across all of our outlets. Your organization, energy, and attention to detail will help keep operations running seamlessly while empowering the team to deliver exceptional and memorable guest experiences.

Requirements

Previous experience in administration, coordination, or Food & Beverage operations, preferably within a luxury hotel, restaurants or high-end hospitality environment.
Exceptional organizational skills with a strong attention to detail and accuracy.
Excellent written and verbal communication skills, with the ability to collaborate effectively across multiple teams.
Proficiency with computer systems, along with basic design capabilities for menu creation.
Strong multitasking abilities, with the capacity to prioritize in a fast-paced environment while maintaining composure and professionalism.
A service-driven mindset with the ability to engage professionally with colleagues, leadership, vendors, and guests.
Candidates must have valid work authorization for the U.S.

Nice To Haves

Daily usage of Birchstreet, Micros, Avero, OpenTable, GoldenXP and Opera. And multiple other systems and applications.

Responsibilities

Provide administrative support to the Food & Beverage Division, including document preparation, correspondence, recordkeeping, and file management.
Manage calendars, schedules, and appointments for senior F&B leadership to ensure efficient operations and communication.
Coordinate and distribute Banquet Event Orders (BEOs), ensuring timely and accurate communication with culinary, banquet, and service teams.
Maintain POS systems, including menu updates, pricing, layouts, and branded materials in accordance with company standards.
Partner with Culinary and Front-of-House leadership to manage BirchStreet purchasing orders, inventory tracking, and cost documentation.
Support restaurant and banquet operations during special events, holidays, and high-volume periods.
Coordinate reservations for holiday and special events through OpenTable.
Prepare and maintain training materials for menu rollouts, including pickup charts, allergen guides, and pairing resources.
Create and maintain order guides for outlet supplies and retail items.
Serve as a liaison between restaurants, bars, kitchens, banquets, housekeeping, sales, and other departments to ensure effective communication and coordination.
Assist with planning and execution of F&B events, including logistics, administrative preparation, and post-event follow-up.
Maintain par levels for menus and operational paper supplies.
Track and maintain temperature logs in compliance with health and safety standards.
Oversee and update live entertainment schedules across all outlets.
Handle internal and external communications in a professional manner consistent with luxury hospitality standards.
Maintain weekly meeting notes for F&B and Culinary leadership meetings.
Manage team schedules using workforce management systems, including OnTrack.
Create bi-weekly F&B newsletter with information provided buy the culinary and F&B management team.