Food & Beverage Administrative Assistant

Grow with us…

Life at Starwood Hotels is based on a simple idea: the world is beautiful and we want to keep it that way. But we can’t do it alone. That’s why hiring thoughtful and inspiring Team Members and Leaders who understand that our people, collaboration, stellar service, and respect for nature are so important to us.

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, andassistsin 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, Zen Desk, 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

• Coordinatelogisticsfor 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, goalorientedand…