Food & Beverage Coordinator

Davidson Hospitality Group•Miami Beach, FL

About The Position

The Food & Beverage Coordinator supports the hotel’s food and beverage department through financial administration, purchasing coordination, reporting, project tracking, and administrative support to the Director of Food & Beverage. The role processes and tracks invoices, verifies charges against purchasing and delivery records, assists with expense accruals and reclassifications, coordinates expense allocation with Accounting, and supports month-end closing and budget tracking. The coordinator maintains departmental records and reporting materials, compiles financial and operational information, and assists with forecasts, budgets, labor reporting, and performance reviews. The position also manages calendars and meetings, prepares correspondence and reports, coordinates communication across departments, and maintains confidential and organized files. Additional duties include coordinating menus and operational documents, supporting departmental projects and events, tracking initiatives and deadlines, and assisting with purchasing, payroll-related documentation, training coordination, and capital expenditure requests. The posting also describes supporting food and beverage events, menu development, inventory management, guest requests, and service recovery.

Requirements

Previous administrative or coordinator experience, preferably in a hotel, restaurant, or hospitality environment.
Strong proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
Ability to organize and interpret basic financial information, invoices, expense reports, and purchasing documentation.
Strong written and verbal communication skills.
Excellent organizational skills, attention to detail, and ability to prioritize multiple assignments.
Ability to work independently, exercise discretion, and consistently meet deadlines.
Professional demeanor and ability to interact effectively with hotel leadership, vendors, and departmental employees.

Nice To Haves

Experience with invoice processing, accounts payable coordination, or financial administration.
Familiarity with hotel financial reporting systems, POS systems, or workforce management applications.
Experience supporting senior management or department heads.

Responsibilities

Plan and coordinate food and beverage events and functions.
Collaborate with culinary and service teams on menu development.
Monitor food and beverage inventory levels.
Communicate guest requests and dietary needs to the kitchen, and assist with guest concerns or inquiries.
Process Food & Beverage invoices, ensuring documentation, coding, and timely submission to Accounting.
Verify invoices against purchase orders, delivery receipts, and vendor statements, and identify discrepancies.
Track outstanding invoices, approvals, credits, and vendor payments.
Assist with monthly expense accruals, expense reclassifications, and accurate allocation of expenses across outlets.
Assist with reviewing departmental profit and loss statements and identifying discrepancies or potential accounting adjustments.
Maintain records of expenses, purchases, credits, and financial adjustments, and support month-end closing.
Track expenses against approved budgets and forecasts.
Coordinate departmental purchasing requests and follow up with Purchasing on outstanding requests.
Provide administrative support to the Director of Food & Beverage, including correspondence, document preparation, scheduling, and follow-up.
Manage departmental calendars, coordinate meetings, prepare agendas, and maintain meeting notes and action-item trackers.
Draft emails, memorandums, reports, presentations, and internal communications.
Maintain organized electronic and physical filing systems and handle confidential information appropriately.
Coordinate communication between Food & Beverage management and other hotel departments.
Compile revenue, expense, labor, productivity, and other operational information for reporting.
Support monthly forecasts, annual budgets, financial performance reviews, and ownership reporting.
Maintain Excel tracking documents, financial schedules, reporting templates, and supporting documentation.
Coordinate the collection of updates and information from outlet managers and culinary leadership.
Monitor financial reporting deadlines and ensure required information is submitted on time.
Coordinate the preparation, printing, distribution, and updating of menus, beverage lists, promotional materials, and operational documents.
Maintain inventories of office supplies, printed materials, and administrative resources.
Assist with departmental projects, special events, seasonal promotions, and operational initiatives.
Organize standard operating procedures, training materials, operational checklists, project deadlines, and assigned responsibilities.
Collect and organize departmental schedules, labor reports, and payroll-related documentation.
Assist with comparing actual and scheduled labor information and coordinate administrative inquiries with Human Resources and Payroll.
Coordinate meetings, training sessions, and employee communications.
Assist with budgets and supporting documentation for capital expenditure requests.
Support the administrative coordination of outlet openings, renovations, and operational transitions.
Maintain accurate records and documentation for billing and reporting, and uphold health and safety standards and regulatory compliance.