Food & Beverage Senior Admin Specialist

Vail Resorts•Dover, VT

3d•Onsite

About The Position

This role supports the operational heartbeat of the resort’s F&B department, ensuring smooth administrative processes across multiple mountain venues, from base area cafes to full-service restaurants and après ski outlets. Responsibilities span hiring, onboarding, uniform management, data entry, and invoice processing. This position plays a key part in keeping our teams staffed, equipped, and ready to deliver exceptional guest experiences throughout the ski season and beyond. The ideal candidate thrives in a dynamic, seasonal environment, is highly organized, and enjoys supporting a diverse workforce that includes full time, part time, and international seasonal staff.

Requirements

Previous administrative experience in hospitality, food & beverage, or resort operations preferred.
Strong organizational skills and the ability to manage high volume seasonal workflows.
Proficiency in Microsoft Office Suite and comfort with HRIS, scheduling, and POS systems.
Excellent communication skills and a professional, guest focused demeanor.
Ability to adapt quickly in a fast paced, weather dependent environment.
Willingness to work on site in a mountain setting, including occasional weekends or holidays during peak season.
At least 18 years of age.

Responsibilities

Coordinate the administrative hiring process for all F&B outlets, including seasonal recruitment surges.
Work closely with International Recruiting team to ensure accurate and timely hiring through proper sponsor and work visa channels.
Post job openings, screen applicants, schedule interviews, and support hiring managers with candidate communication.
Prepare and manage onboarding materials, ensuring new hires complete all required documentation, certifications, and resort specific training.
Assist with orientation logistics, including lift access setup, uniform distribution, and department introductions.
Maintain accurate employee records for a large, rotating workforce.
Oversee uniform inventory for all F&B locations, including winter specific safety gear.
Coordinate distribution, returns, and replacements throughout the season.
Track inventory levels and place timely orders to ensure all staff are properly outfitted for mountain conditions.
Input staffing data, scheduling updates, labor metrics, and operational information across multiple outlets.
Assist with weekly and seasonal reporting, including labor summaries, onboarding progress, and compliance tracking.
Ensure accuracy and confidentiality of all data, especially during peak seasonal transitions.
Process and track invoices for food, beverage, equipment, and service vendors across the resort.
Reconcile discrepancies and collaborate with accounting to ensure timely payment.
Maintain organized digital and physical records for audits, seasonal closeouts, and vendor reviews.
Provide daily administrative support to the Food & Beverage Director, outlet managers, and supervisors.
Assist with communication across all F&B locations, ensuring timely distribution of schedules, updates, and operational notices.
Support seasonal projects, compliance initiatives, and resort wide events such as holiday rush periods, festivals, and après ski programming.
Liaison with F&B Center of Excellence team as well as other resort departments on collaborative efforts.

Benefits

Free passes for employees
Employee discounted lift tickets for friends and family
Free ski lessons
Employee discounts on lodging, food, gear, and mountain shuttles
401(k) Retirement Plan
Employee Assistance Program
Excellent training and professional development
Referral Program
Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours)
Free ski passes for dependents
Critical Illness and Accident plans