Food & Beverage Administrative Coordinato

Job Details

Job Location:

Grand Pacific Hotel Services LP - Carlsbad, CA 92008

Position Type:
Full Time

Salary Range: $25.00 - $28.00 Hourly

Job Shift: Varied

The main focus of this role is to provide administrative support to the Director of Food & Beverage, all Chefs, all HOH and FOH managers/supervisors, and the Food & Beverage HOH/FOH Outlets team.

• Assist Director with various day-to-day operational needs.
• Maintain filing systems and ensure internal documents are forwarded to appropriate personnel (e.g., employment information, performance evaluations, payroll updates, etc.).
• Perform administrative duties such as composing correspondence, ordering supplies, photocopying and collating documents for distribution, mailing and filing, directing phone inquiries to the appropriate personnel, setting appointments and managing departmental calendars.
• Organize and file menus, recipe sheets and station production sheets to keep them current and correct.
• Organize Banquet Event Orders to be posted and updated for all F&B teams.
• Process banquet checks.
• Track daily payroll and provide essential reports to the Leadership team.
• Monitor and audit time and attendance of F&B associates, including third‑party labor and meal/rest period compliance.
• Assist and coordinate with leadership teams to distribute and update schedules for the F&B Department.
• Attend regular F&B meetings, record minutes and actions for distribution, and attend all resume weekly meetings.
• Assist other areas of the F&B Department, including inventory/purchasing/distribution, payroll, AP invoice approval, and communicating menu changes.
• Assist in maintaining systems, including updating POS with menu and price changes, special employee training, and loading menus into the system.
• Assist department leaders in completing other projects and administrative duties as required.
• Assist with site visits: ensure BOH alleys at both locations remain clean, organized, and presentable.
• Assist with hiring efforts: resume screening and scheduling interviews.
• Act as point of contact for contract labor vendors and new vendors: set up and approval process.
• Collect and distribute payroll checks to team members.
• Lead brand initiatives, including Marriott Global Food Safety Standards compliance.

• Professionally represent the resort in community and industry organizations and events.
• Participate as a team player with all departments.
• Assist with reports and/or competition data collection.

• Effective and efficient verbal, written, and electronic communication.
• Ability to collaborate with a wide array of individuals cohesively and remain professional, calm, and courteous at all times.
• Strong Microsoft Office experience with Excel, Word, Outlook, PowerPoint.
• Professional demeanor and ability to relate easily to a wide range of stakeholders.
• Strong organizational, project management, multi‑tasking, and time‑management skills; ability to balance multiple projects seamlessly while adhering to stringent deadlines.
• Highly responsible and able to handle confidential information with the utmost discretion.
• High attention to detail and accuracy.
• Resourceful and proactive.
• Flexible with scheduling, including evenings and weekends as required.
• Working knowledge of Micros and ISAC preferred.

• Must be able to work in extreme temperatures like freezers (-10°F) and kitchens (+110°F) for up to one hour or more.
• Must be able to stand and exert well‑paced mobility for up to 4 hours in length.
• Must be able to sit at a desk for up to 8 hours per day.
• Walking and standing are required some of the working day; may include traveling to and from meetings.
• Must be able to reach other departments of the resort on a timely basis.
• Must be able to lift up to 15 lbs.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Mu…