Food & Beverage Administrative Assistant

Starwood Hotels

1d•$31•Onsite

About The Position

The F&B Admin Assistant provides vital administrative support to the Director of Food & Beverage of Operations and the Food & Beverage team while also coordinating marketing efforts to promote F&B outlets, events, and services. This role ensures efficient communication between departments, supports daily operational needs, and assists in executing marketing strategies to enhance brand visibility and revenue.

Requirements

Strong administrative, organization, and technical skills.
Must be detail oriented and accurate
Ability to manage multiple priorities, goal oriented and must meet deadlines.
Strong interpersonal skills and guest service oriented with a sincere, friendly and helpful personality.
Willing to “pitch-in” and assist colleagues with their job duties and be a team player.
Professional & appropriate business appearance and demeanor aligned with the 1 Hotel brand and culture.
Excellent verbal and written communication skills.
Flexibility to meet the demands of a 24-hour operation and work a varying schedule to reflect business needs of the hotel.
Technically savvy and proficient with MS Office Applications, specifically Outlook, Word, Excel and PowerPoint.
This role will sit on-site.

Nice To Haves

Prior experience in a quality luxury hotel or similar industry.
Knowledge of hotel structure and interaction between departments.
Prior experience with HMS

Responsibilities

Administrative Support: Admin to DFBO (appointment setting, general admin needs)
Provide daily administrative support to the F&B Management team.
Maintain organized filing systems, meeting minutes, reports, and correspondence.
Prepare purchase requests, track inventory orders, and monitor delivery timelines.
Assist in scheduling staff meetings, training sessions, and team communications.
Coordinate with suppliers and service providers for procurement and maintenance need
Assist with dining reservations/ special requests
Birchstreet: Validating and submitting invoices for service contracts (ex: outlet plants, music, F&B software, licenses & subscriptions, permits, taskforce service week invoices, consultants, reservation & support services)
Contracts: negotiating, writing & signing
Vendor onboarding
Monthly divisional accruals
Technology requests for leaders (permanent & taskforce)
Room reservations and airport transfers for F&B team members (permanent & taskforce)
Oversee and support DFBO and F&B Team, Birchstreet, Sevenrooms, Canva, Single Platform, HMS, ZenDesk, printing
Respond to Guest Survey.
Additional duties as assigned (additional tasks should be considered minor and aligned with the overall job function)
Serve as a liaison between F&B leadership, outlet teams, culinary, events, purchasing, and other departments
Communicate operational updates, service changes, and special event details to relevant teams
Coordinate logistics for banquets, pool activations, VIP events, and special programming as needed
Support onboarding coordination for new F&B team members
Assist with planning and execution of F&B-related events, activations, and promotions
Coordinate menu updates, printing, digital uploads, and brand compliance reviews
Track timelines and deliverables for seasonal launches and special initiatives
Assist with invoice tracking, purchase orders, and vendor documentation
Support inventory tracking, PAR level updates, and cost control initiatives
Compile basic financial and operational reports for leadership review
Inventory & Ordering: Monitoring and ordering par stock levels for office supplies.
Support service recovery efforts by tracking guest feedback and follow-up actions
Ensure alignment with brand standards, health regulations, and internal policies
Assist with audits, inspections, and compliance documentation as required
Guest Interaction: Managing restaurant reservations, drafting responses to guest feedback, and handling general inquiries via phone or email.