Food and Beverage Coordinator

Hersha Hospitality Management LP•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 for the daily operation of the Food and Beverage restaurant, bar, and/or banquet events. This role involves a wide range of administrative and operational tasks, including managing correspondence, generating and compiling various reports (weekly, bi-weekly, monthly, year-end, sales, Delphi, Brains, POS, Ultipro), and providing these reports to directors and executives. The coordinator performs general office duties such as ordering supplies, filing, scanning, updating bulletin boards, maintaining filing systems, and scheduling. Key responsibilities also include vendor contact, managing the automated reservation line, entering reservations into Open Table, and maintaining an accurate guest history database. The position assists with the distribution of Food and Beverage information, coordinates with the marketing manager to ensure public information and menus are current, schedules associates, and helps create menu marketing pieces. Furthermore, the coordinator assists with cleaning reports, health department inspections, liquor license, and kitchen safety maintenance reports, following up on discrepancies. The role requires attendance at Food & Beverage meetings to take minutes, and involves significant payroll support, including reviewing and editing associate timesheets, assisting with biweekly payroll, tracking and entering tip reports into Ultipro, and distributing/obtaining signatures for timesheet authorization forms. The coordinator also helps with preparing or correcting restaurant, banquet, or special event checks and transactions, and assists with restaurant and banquet operations during holidays and peak seasons. Reviewing BEOs for accuracy, communicating discrepancies, and distributing updated BEOs and group resumes are also part of the job. The role includes tracking associate performance and assisting with progressive discipline documentation. Direct and continuous professional contact with guests, co-workers, and management is essential, requiring pleasant interaction consistent with hospitality values. The coordinator prepares confidential documents, coordinates daily with People Support on activities like Food Handler and TABC certifications, interview schedules, and mandatory training, ensuring sensitive documentation is filed. Operating office equipment like photocopiers and scanners, relaying directives and messages to department leaders, following HHM’s EarthView sustainability guidelines, and practicing safe work habits are also expected. The coordinator performs other duties as requested by the hotel management team.

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.