Food and Beverage Administrative Coordinator

Sage Hospitality•Philadelphia, PA

About The Position

The Food and Beverage Administrative Coordinator provides administrative and operational support to Food and Beverage leadership, the Sales and Marketing Manager, and outlet managers. This hourly position assists with payroll and tip sheet preparation, reporting, correspondence, menu production, events, and departmental projects. The coordinator maintains accurate records, handles sensitive information confidentially, helps the team meet deadlines, and provides warm, professional service. The role supports the hotel’s service culture by communicating promptly and professionally with guests, associates, and business partners and helping the team deliver thoughtful, consistent hospitality. It does not independently supervise associates or approve payroll, tip allocations, contracts, or other management decisions.

Requirements

High school diploma or equivalent.
Strong organization, accuracy, follow-through, and ability to manage competing deadlines.
Professional written and verbal communication skills and a warm, service-oriented approach.
Proficiency with Microsoft Office, including Excel, Word, and Outlook; ability to learn payroll, timekeeping, point-of-sale, and event management systems.
Comfort with basic math, percentages, reconciliations, and spreadsheet data.
Sound judgment and discretion in handling confidential associate, payroll, guest, and business information.
Ability to work independently, collaborate across departments, and seek guidance when needed.

Nice To Haves

One to two years of administrative, hospitality, payroll, sales support, or related experience preferred.

Responsibilities

Gather and review time punches, time notes, schedules, and supporting records; identify missing information or discrepancies and follow up with managers and associates.
Assist with preparing payroll information, including overtime, paid time off, holiday, sick, bereavement, and other pay adjustments; route questions and corrections to the appropriate manager or payroll representative.
Compile and reconcile tip sheets, tip pool, and gratuity allocation records against applicable reports and approved procedures; flag discrepancies for management review before submission.
Maintain organized, confidential payroll and tip documentation and assist with meeting payroll deadlines.
Assist managers with collecting information related to scheduling or timekeeping requirements, including Philadelphia Fair Workweek requirements, and refer questions to management or Human Resources.
Assist the Sales and Marketing Manager with guest and client email correspondence, inquiries, follow-up, and lead organization using approved information; escalate pricing, contracts, and commitments for management approval.
Maintain event calendars and files; prepare and organize event materials, BEO packets, menus, and related documents; communicate updates to appropriate managers.
Assist with coordinating and executing private dining, promotions, special events, and other activities as directed.
Support marketing projects, promotional materials, and social media content and scheduling in accordance with brand guidelines and manager approval.
Prepare, proofread, print, and organize menus, inserts, signage, training materials, and other documents; confirm current pricing and content with the responsible manager.
Support F&B managers with email correspondence, guest follow-up, meeting scheduling, recordkeeping, and other administrative tasks.
Compile and organize sales, labor, attendance, inventory, and other operational reports; assist managers with basic calculations, spreadsheets, and tracking.
Coordinate assigned projects, track deadlines and outstanding items, and communicate progress or obstacles to the appropriate manager.
Participate in meetings and assist with other departmental duties as assigned.
Communicate professionally with guests, associates, and business partners and support consistent, thoughtful hospitality.