Food & Beverage Administrative Assistant

POSITION OVERVIEW 

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. 

PRINCIPAL DUTIES AND RESPONSIBILITIES 

• Admin to DFBO and ADFOB(appointment setting, general admin needs)
• Maintain proper administrative files for food & beverage leadership team.
  • Maintain organized onsite filing systems, attend onsite meetings and take minutes, reports, and correspondence.
• Reading, sorting and routing incoming mail for food & beverage leadership team
• Answer land-line phone to field calls coming to food & beverage leadership team.
• Provide daily administrative support to the F&B Management team.
• Schedule and attend onsite staff meetings, training sessions, and administer team communications.
• Collaborate with suppliers and service providers for procurement and maintenance needs
• Receive deliveries of items and maintaining, counting to ensure all items are received as requested by food & beverage leadership
• Create dining reservations/ special requests of guests-collaborating with sales on special occasions and guest needs
• Birchstreet:
  • Prepare purchase requests, monitor and track inventory orders onsite, and monitor delivery timelines.
  • 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)
  • Attend meetings onsite with finance to ensure all PO’s are completed monthly
  • Establishing monthly divisional accruals

• Contracts: negotiating, writing & signing
• Meeting and orienting vendors, onsite
• Creating room reservations and airport transfers for F&B team members (permanent & taskforce)
  • Develop and facilitate onboarding of taskforce and new leadership team members
• Oversee and support DFBO and F&B Team, Birchstreet, Sevenrooms, Canva, Single Platform, HMS, ZenDesk, printing
• Respond to Guest Survey

Communication & Coordination 

• Serve as a liaison between F&B leadership, outlet teams, culinary, events, purchasing, and other departments 

• Communicate directly to the team 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 

Events, Menus & Programming Support 

• Collaborate with planning and execution of F&B-related events, activations, and promotions 

• Perform menu updates, printing, digital uploads, and brand compliance reviews 

• Track timelines and deliverables for seasonal launches and special initiatives 

Financial & Inventory Support 

• Complete purchase orders, and vendor documentation 

• Physically track inventory, PAR level updates, and cost control initiatives 

• Complete basic financial and operational reports for leadership review 

• Inventory & Ordering: Monitoring and ordering par stock levels for office supplies. 

Guest Experience & Brand Standards 

• Support service recovery efforts by tracking guest feedback and follow-up actions 

• Ensure alignment with brand standards, health regulations, and internal policies 

• Perform audits, inspections, and compliance documentation as required 

• Guest Interaction: Managing restaurant reservations, drafting responses to guest feedback, and handling general inquiries via land line phone or email.  

REPORTING RELATIONSHIPS 

Reports to the Director of Operations Food & Beverage 

QUALIFICATIONS & SKILLS 
 
REQUIRED: 

• 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. 

PREFERRED: 

• Prior experience in a quality luxury hotel or similar industry. 

• Knowledge of hotel structure and interaction between departments. 

• Prior experience with HMS 
   

Starwood Hotels is an Equal Opportunity Employer. We believe in a diverse, sustainable workforce with an empowered, inclusive culture. We are committed to non-discrimination on any protected basis covered under applicable law. If you require any special accommodation, please visit People Operations.