Food and Beverage Events Coordinator

Food and Beverage Events Coordinator – Starwood Hotels

The Food & Beverage Event Administrator supports the hotel’s Food & Beverage (F&B) division by coordinating the administrative, planning, and operational details for events, banquets, and catering functions. This role bridges the gap between the sales, culinary, and service teams, ensuring seamless communication, accurate documentation, and flawless guest experiences.

• Manage Banquet Event Orders (BEOs), event contracts, and function sheets; ensure all F&B details are accurately captured and distributed.
• Serve as the central liaison between the Events, Sales, Culinary, and Service teams.
• Track event changes, updates, and revisions in real time; maintain version control of all event documents.
• Monitor deadlines for deposits, guarantees, and final counts.
• Support billing processes: review checks, reconcile event charges, and prepare post‑event billing packets.
• Maintain accurate records of event costs, food & beverage minimums, and consumption reports.
• Assist with forecasting and revenue tracking for Banquets & Catering.
• Provide professional and timely communication with clients regarding event details, menu selections, and service needs.
• Support pre‑conference meetings with clients and internal teams to confirm details.
• Respond to guest inquiries and coordinate with Sales Managers to ensure expectations are exceeded.
• Work closely with culinary and service leadership to communicate special dietary needs, timing requests, and VIP notes.
• Assist in creating event schedules, floor plans, and staffing sheets.
• Track and manage event amenities, décor, and vendor coordination when applicable.
• Maintain filing systems for contracts, invoices, and BEOs.
• Prepare daily, weekly, and monthly event reports as needed.
• Handle administrative support for F&B leadership, including scheduling, meeting notes, and data entry.

Passionate about organization and has 2+ years of administrative, event planning, or hospitality experience (hotel environment preferred).

• Strong organizational skills and attention to detail; able to manage multiple priorities under deadlines.
• Familiarity with hotel event systems (Delphi, Opera, or equivalent) preferred.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite; knowledge of POS and property management systems a plus.
• Flexible schedule, including ability to support evening and weekend events as needed.

• Guest‑first mindset with a focus on warm, professional communication.
• Ability to collaborate across multiple departments.
• Financial acumen for event billing and reconciliation.
• Problem‑solving under pressure; adaptable to last‑minute changes.
• Alignment with Starwood Hotels’ values of sustainability, hospitality, and creativity.

Starwood Hotels is an equal‑opportunity employer and a luxury hotel brand management company and affiliate of the global private investment firm Starwood Capital Group. Treehouse Hotels celebrate found objects, nostalgic tunes, handmade details, and locally sourced treats, aiming to create playfulness and freedom in a modern, sustainable environment.

• Health & Wellness – Competitive Medical, Dental & Vision, and EAP program.
• Retirement Planning.
• Paid Personal Days.
• Career Advancement opportunities.
• SH University – professional development and certifications through an online learning platform.
• Team Member Recognition program.
• Designed by Nature work environment.

Senior Level: Entry level

Employment Type:

Full‑time

Job Function:
Management and Manufacturing

Industry: Hospitality

Location:

Sunnyvale, CA

Salary: $32.00 – $34.00

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 accommodations, please visit People Operations.