Food & Beverage Coordinator

Cadillac Hotel & Beach Club•Miami Beach, FL

About The Position

The Food & Beverage Coordinator supports the Director of Food & Beverage and the department’s financial, administrative, purchasing, reporting, and operational coordination needs at Cadillac Hotel & Beach Club, a 357-room oceanfront resort in Mid-Beach. The role helps maintain accurate financial records, coordinate purchasing and reporting, organize departmental communications and documentation, and track projects, deadlines, and operational initiatives. It also supports food and beverage operations through coordination of menus, events, inventory, guest requests, and compliance with health and safety standards. The position requires strong organizational and communication skills, attention to detail, discretion, and the ability to manage multiple assignments and deadlines. The coordinator works with Accounting, Purchasing, Human Resources, Payroll, outlet managers, culinary leadership, hotel leadership, vendors, and other hotel departments. The posting describes opportunities for growth and advancement and lists a range of benefits offered by Davidson Hospitality Group.

Requirements

Previous administrative or coordinator experience; hospitality, hotel, or restaurant experience is preferred.
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 is strongly preferred.
Familiarity with hotel financial reporting systems, POS systems, or workforce management applications is an advantage.
Experience supporting senior management or department heads is preferred.

Responsibilities

Receive, review, organize, and process Food & Beverage invoices; ensure documentation, coding, and submission to Accounting are accurate and timely.
Verify invoices against purchase orders, delivery receipts, and vendor statements, and identify discrepancies.
Track outstanding invoices, approvals, credits, vendor payments, departmental purchases, and related documentation.
Assist the Director of Food & Beverage with monthly expense accruals and documentation for expense reclassifications.
Coordinate with Accounting on accurate allocation of Food & Beverage expenses across outlets and assist with monthly profit and loss statement reviews.
Maintain detailed records of expenses, purchases, credits, financial adjustments, and departmental documentation.
Support month-end closing, budget and forecast expense tracking, and timely submission of financial documentation.
Assist with departmental purchasing requests, follow up with Purchasing, and coordinate documentation for approved purchases.
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, and internal communications; maintain electronic and physical filing systems.
Coordinate communication between Food & Beverage management and other hotel departments, and follow up on assignments, approvals, and requests.
Assist with presentations, management reports, and documentation for executive leadership, corporate teams, and ownership meetings.
Collect and organize financial and operational information for weekly and monthly reporting, including revenue, expenses, labor, and productivity data.
Maintain and update Excel tracking documents, financial schedules, and reporting templates; support forecasts, annual budgets, and performance reviews.
Coordinate information collection from outlet managers and culinary leadership and prepare supporting schedules for financial reviews and ownership reporting.
Coordinate 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, events, seasonal promotions, new initiatives, and organization of standard operating procedures, training materials, and operational checklists.
Coordinate with managers to collect operational updates, documentation, and project status reports; maintain records of initiatives, deadlines, and responsibilities.
Assist with collecting schedules, labor reports, and payroll-related documentation; compile actual versus scheduled labor information for management review.
Coordinate administrative inquiries and documentation with Human Resources and Payroll, and support scheduling of meetings, training sessions, and employee communications.
Track Food & Beverage projects, deadlines, pending approvals, and assigned responsibilities; follow up with internal departments on menus, uniforms, supplies, and improvements.
Assist with capital expenditure request budgets and supporting documentation, track initiatives, and report outstanding items to the Director of Food & Beverage.
Support administrative coordination for outlet openings, renovations, and operational transitions, ensuring documentation is accessible for management review.
Assist in planning and coordinating food and beverage events and functions and collaborate with culinary and service teams on menus.
Help ensure appropriate food and beverage inventory levels and communicate guest requests and dietary needs to the kitchen.
Provide customer service and respond to guest concerns or inquiries.
Assist with training and mentoring Food & Beverage staff and uphold health and safety standards and regulatory compliance.