Food and Beverage Event Administrator

Human Resources•Koloa, HI

4d•$28 - $32

About The Position

The F&B Events Administrator supports the Food & Beverage leadership team by coordinating internal and external events, providing administrative support, ensuring smooth communication, and upholding the standards of Ko’a Kea Resort. This role enhances guest experience, strengthens team operations, and helps maintain an organized & efficient team.

Requirements

Knowledge of the English language to effectively communicate with guests, associates, and vendors.
Knowledge of all hotel departments and functions.
Good mathematical and computer skills.
Ability to actively listen to others.
Ability to accurately use various Microsoft Office software and PMS system.
Ability to be a team player.
Flexible schedule to key events, holidays, and seasonal activations.
High school education.
Minimum lifting/pulling of 20 pounds.
Pushing, bending, stooping, upward reaching, manual dexterity.
Hearing, writing, typing.

Nice To Haves

Minimum of two years as an Events Coordinator or similar position.
Experience in Birchstreet required.

Responsibilities

Assist the F&B; leadership team in planning and executing restaurant and resort events (holiday dinners, activations, wine dinners, private dining, VIP experiences).
Create and maintain event details including BEOs, menus, floor plans, timelines, and communication briefs.
Coordinate with Culinary, FOH, Banquets, and Resort Operations to ensure alignment on logistics.
Track reservations for special events and manage guest communication when needed.
Support day-of event execution, including setup, signage, communication, and guest flow.
Liaisons with a variety of departments such as and not limited to kitchen, banquet operations, restaurants, and bars to maintain the highest level of service & F&B standards while maximizing profits through outstanding customer service.
Process all booking requests, changes, and cancellations received.
Accommodate and document special requests.
Set up proper billing accounts according to accounting policies.
Plan and deliver events together with the client while building strong relationships and encouraging repeat business.
Keep organized files of all groups and events for easy and accurate reference.
Coordinates all events as delegated to ensure maximum customer satisfaction and higher yielding generated from each event.
Ensures that all department heads are informed of significant groups which will impact the Hotel operations.
Continuously review procedures and processes within the department to maximize profit, increase productivity and improve efficiency.
Maintains complete knowledge of and comply with all hotel/ departmental policies and procedures.
Ensure that all information for the Daily Events Sheet is complete and accurate and distributed on a timely basis.
Maintains active business relationships with existing customer databases and ensures new and repeat business to support revenue goals.
Coordinating with venue management, caterers, stand designers, contractors and equipment hire.
Maintain timely and responsive communication with all accounts and prospects.
Yields all leads prior to the offer letter being sent out, in terms of, venue assigned, or rates offered – especially in an area set up.
Other duties as assigned.
Scrupulously follows all Ko’a Kea Hotel & Resort policies and procedures.
Help maintain inventory of event supplies, signage, menus, and printed materials.
Assist with F&B reporting, check tracking for events, and administrative follow-up.
Support pre-shift preparation for event nights and major restaurant activations.