Food & Beverage Administrative Assistant

POSITION OVERVIEW

The Food & Beverage (F&B) Admin Assistant provides vital administrative support to the Director of Food & Beverage of Operations and the broader F&B team. The role also coordinates marketing efforts, ensuring effective communication between departments, supporting daily operational needs, and helping execute strategies to enhance brand visibility and revenue.

• Administer appointments and general administrative needs for the Director of F&B Operations (DFBO) and the Associate Director of F&B Operations (ADFOB).
• Maintain and organize administrative files for the F&B leadership team.
• Attend onsite meetings, take minutes, and manage reporting and correspondence.
• Sort, route, and respond to incoming mail for the F&B leadership team.
• Answer and forward land‑line calls to the F&B leadership team.
• Provide daily administrative support to the F&B Management team, including scheduling and attending staff meetings and training sessions.
• Collaborate with suppliers and service providers for procurement and maintenance duties.
• Receive deliveries, count items, and verify receipt of goods as requested by the F&B leadership team.
• Create dining reservations and accommodate special requests in partnership with sales for special occasions.
• Prepare purchase requests, monitor and track inventory orders, and track delivery timelines.
• Validate and submit invoices for service contracts, including outlet plants, music, software, licenses, permits, consultants, and reservation services.
• Attend finance meetings to ensure purchase orders are completed monthly and establish divisional accruals.
• Negotiate, write, and sign contracts; meet and orient vendors on site.
• Arrange room reservations and airport transfers for F&B team members, both permanent and taskforce.
• Develop and facilitate onboarding for taskforce and new leadership team members.
• Oversee and support multiple platforms, including Birchstreet, Sevenrooms, Canva, Single Platform, HMS, Zen Desk, and printing.
• Respond to guest surveys and manage service recovery efforts.
• Serve as liaison between F&B leadership, outlet teams, culinary, events, purchasing, and other departments to communicate operational updates, service changes, and special event details.
• Coordinate logistics for banquets, pool activations, VIP events, and special programming as needed.
• Support 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.
• Complete purchase orders, vendor documentation, and basic financial and operational reports for leadership review.
• Physically track inventory, update PAR levels, and lead cost‑control initiatives.
• Monitor and reorder par stock levels for office supplies.
• Manage guest reservations, draft responses to feedback, and handle general inquiries via land line or email.
• Conduct audits, inspections, and compliance documentation to maintain brand standards, health regulations, and internal policies.

• Strong administrative, organizational, and technical skills.
• Detail‑oriented with a focus on accuracy.
• Ability to manage multiple priorities with goal orientation and meet deadlines.
• Strong interpersonal and guest‑service orientation, displaying a sincere, friendly, and helpful personality.
• Willingness to pitch‑in and assist colleagues; a team player.
• Professional and appropriate business appearance and demeanor aligned with the 1 Hotel brand 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.
• Technically savvy with proficiency in MS Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Local, onsite work required.

Prior experience in a luxury hotel or a comparable industry; knowledge of hotel structure and inter‑departmental interactions; prior experience with HMS Starwood Hotels.

Reports to the Director of Operations, Food & Beverage.

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