Hospitality Administrator

Art and Wellness Enterprises•Bentonville, AR

13h•Onsite

About The Position

The Hospitality Administrator is responsible for providing administrative and operational support to the Food & Beverage and Events teams across multiple venues. This role plays a key part in ensuring the smooth day-to-day functioning of hospitality operations, including scheduling, inventory coordination, office management, and internal communications. The ideal candidate is highly organized, detail-oriented, and service-minded, with the ability to manage multiple priorities in a fast-paced environment. They will work closely with cross-functional teams to support event logistics, vendor communications, onboarding processes, and administrative systems that uphold the museum’s mission and guest experience standards. This role requires a proactive and flexible individual who thrives on supporting others, streamlining systems, and contributing to a culture of excellence in hospitality.

Requirements

Experience in managing projects with diverse constituents and dynamic direction
Experience in marketing, business administration, accounting, finance or another related fields.
Minimum of two years college coursework; or two years of specialized training in office procedures or related field
Working knowledge of generally accepted office management procedures and practices
Highest ethics as they relate to all aspects of business practice
Enthusiasm about being a member of a team a major art museum with a strong guest- centered community dynamic
Ability to understand and maintain the highest levels of confidentiality
Adaptable to change – ability to understand the big picture and plan effectively for future needs
Very flexible and helpful; occasional evening and weekend hours are required
Flexible and helpful; willingness to work evenings and weekend hours if required
Willingness to travel if needed
Minimum of three (3) years relevant administrative and project management experience; nonprofit experience preferred
Valid driver’s license with clean driving record
Exemplary written, verbal, and listening communication skills and a demonstrated ability to communicate clearly and professionally
Basic understanding of P&Ls and budgets
Effective interpersonal skills and ability to build consensus
Demonstrated understanding and use of diplomacy
Self-directed, able to work independently and effectively
Demonstrated organizational planning, problem-solving and collaboration skills
Ability to handle multiple tasks simultaneously
Proficient in use of Microsoft Office applications to include Word, Outlook, Excel, and Powerpoint.

Responsibilities

Administrative & Operational Support Provide daily administrative support to the Food & Beverage and Special Events teams, including scheduling, internal communications, vendor coordination, and expense tracking.
Prepare, process, and track invoices, purchase orders, and monthly inventory reports across all hospitality departments.
Maintain organized digital and physical filing systems for records related to BEOs, staffing, rentals, and operational checklists.
Support onboarding of new team members, coordinate training schedules, and help maintain standard operating procedures and reference materials.
Coordinate travel, training, and conference bookings as needed for hospitality team members.
Assist in planning and executing events by creating pull sheets, reviewing BEOs, confirming timelines, and distributing schedules and responsibilities to FOH event staff.
Work closely with the FOH Manager and Assistant Manager – Beverage to ensure all bar and beverage needs are met, especially for complex setups or multi-bar events.
Maintain proactive communication with the Beverage & Coffee Bar Manager to align on beverage service requirements and staffing.
Under direction of the FOH Manager, support the execution of large, complex, or VIP events, including weddings and museum-wide functions.
Coordinate event-specific service plans, floor charts, rental needs, and banquet inventory to ensure complete readiness.
Maintain knowledge of catering menus, event timelines, and unique service expectations for each event; serve as a liaison between BOH and FOH during events.
Organize and lead pre-event meetings, temp staff orientations, and training sessions to ensure consistency and high-quality service.
Act as the primary liaison with staffing agencies for FOH event staffing needs, including scheduling, onboarding, and confirming assignments.
Manage temporary staff on event days: conduct check-ins, assign tasks, verify attendance, and approve hours worked for invoicing.
Monitor team attendance and productivity, and foster a professional and positive work environment throughout each event.
Help implement policies, procedures, and service standards that ensure smooth execution and a high level of guest satisfaction.
Attend and actively participate in weekly event meetings, staying up to date on all changes to BEOs and service plans.
Produce and distribute nightly Catering Captain/MOD reports after each event to relevant stakeholders, summarizing outcomes, issues, and guest feedback.
Act as a communication bridge between Special Events, Culinary, Beverage, and other departments to ensure aligned execution.
Serve as backup for other administrative roles in the department as needed.
Uphold Crystal Bridges and The Momentary hospitality standards across all touchpoints.
Perform other duties as assigned in support of seamless operations and memorable guest experiences.