Food and Beverage Coordinator

Cadillac Hotel & Beach Club, Autograph Collection•Miami Beach, FL

1d•Onsite

About The Position

The Food and Beverage Coordinator provides administrative support to the Director of Food and Beverage, Executive Chef, General Manager, and Food and Beverage Managers, assisting with the daily operation of the restaurant, bar, and banquet events. This role involves managing correspondence, preparing and responding to emails, completing forms, and writing letters and memorandums. Key responsibilities include generating and compiling various reports (Sales, Delphi, Brains, POS, Ultipro) weekly, bi-weekly, monthly, and for year-end, and providing them to directors and executives upon request. The coordinator also performs general office duties such as ordering supplies, filing, scanning, updating bulletin boards, maintaining filing systems, and scheduling. They are responsible for contacting and responding to F&B vendors, maintaining the automated reservation line, entering reservations into Open Table, and assisting with guest history database accuracy. The role also entails distributing Food and Beverage information, coordinating with the marketing manager for menu updates, scheduling associates, and assisting in creating menu marketing pieces. Further duties include assisting with cleaning reports, health department inspections, liquor license, and kitchen safety inspection maintenance, attending F&B meetings, and taking minutes. The coordinator reviews and edits associate timesheets, assists with biweekly payroll, tracks and enters tip reports into Ultipro, and distributes timesheet authorization forms. They also help prepare or correct restaurant, banquet, or special event checks and transactions, assist operations during holidays and peak seasons, review BEOs for accuracy, and distribute updated BEOs and group resumes. The position involves tracking associate performance, documenting progressive discipline, maintaining professional contact with guests and co-workers, preparing confidential documents, coordinating with People Support on certifications, interviews, and training, operating office equipment, and relaying directives to department leaders. Adherence to sustainability guidelines and safe work habits is also required.

Requirements

Minimum of two years’ experience required.
Proficient with all Microsoft Offices and Google programs.

Nice To Haves

Associate’s degree preferred.

Responsibilities

Manage correspondence, to include preparing and responding to emails, completing forms and writing letters and memorandums.
Generate and compile reports weekly, bi-weekly, monthly and for year-end (Sales report, Delphi, Brains, POS, Ultipro, etc.). Provide necessary reports to directors and executives upon request.
Perform general office duties, such as ordering supplies, filing, scanning, updating Food and Beverage bulletin boards, maintaining hard copy and electronic filing systems as needed and scheduling.
Contact and respond to all F&B vendors, maintain automated reservation line and enter reservations in Open Table reservation system appropriately. Assist in keeping guest history accurate and clean database.
Assist in distribution of Food and Beverage information, coordinate with marketing manager to ensure all public information and restaurant menus are up to date and accurate. Schedule associates in accordance with current events. Assist in the creation of menu marketing pieces.
Assist with cleaning reports, health department inspections, liquor license, and Kitchen safety inspection maintenance reports. Follow up on any discrepancies.
Attend various Food & Beverage meetings and take meeting minutes.
Review associate timesheets to ensure accuracy, edit timesheets when needed, assist with biweekly payroll, track tip reports and enter tips into Ultipro in time for payroll, distribute employee timesheet authorization forms and obtain signatures.
Assist in preparing or correcting restaurant, banquet, or special event checks & transactions.
Assist restaurant and Banquet operations during holidays and peak season.
Review BEO’s for accuracy and communicate discrepancies to appropriate sales manager or director. Distribute up to date BEO’s and group resumes to Food and Beverage Director, Executive Chef and Banquet Manager.
Track associate performance and assist with documenting progressive discipline on a timely manner.
Exhibit professional direct and continuous contact with guests, co-workers, and management. Must have the ability to interact with guests and other associates in a pleasant manner that is consistent with the value of hospitality.
Prepare confidential and sensitive documents.
Coordinate and communicate with People Support daily on activities such as Food Handler and TABC certifications, interview schedules and mandatory training. Ensure all sensitive documentation is delivered to People Support and kept on file. Assist with associate relations when needed.
Operate office equipment, such as photocopy machine and scanner.
Relay directives, instructions, and telephone messages to Food and Beverage department leaders
Follow sustainability guidelines and practices related to HHM’s EarthView program.
Practice safe work habits.
Perform other duties as requested by hotel management team.