Food and Beverage Coordinator

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FOOD & BEVERAGE COORDINATOR

REPORTS TO: DIRECTOR of FOOD & BEVERAGE

A highly organized, guest-focused professional with exceptional communication and interpersonal skills. This role requires strong administrative abilities, attention to detail, sales awareness, and a passion for delivering exceptional luxury hospitality experiences. The Food & Beverage Coordinator must be capable of managing multiple priorities, building meaningful guest relationships, supporting departmental operations, and contributing to revenue generation through the promotion and coordination of dining experiences and special events.

QUALIFICATIONS & WORKING EXPERIENCE

• Degree in Hotel Management, Hospitality Management, Business Administration, or related field preferred.
• 2-5 years of experience in hospitality administration, food and beverage operations, guest services, reservations, or event coordination.
• Experience in luxury hospitality preferred.
• Strong knowledge of Food & Beverage operations and guest experience standards.
• Excellent computer skills, including Microsoft Office Suite and hotel operating systems.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Fluent spoken and written English.
• Ability to maintain confidentiality and professionalism at all times.

JOB SUMMARY

The Food & Beverage Coordinator supports the Food & Beverage leadership team through administrative coordination, guest experience management, event sales support, and operational organization. This position serves as a key point of contact for guests regarding dining reservations, private dining experiences, culinary events, and exclusive resort offerings while providing administrative and recruiting support to the division.

The Food & Beverage Coordinator assists in maximizing guest satisfaction and revenue opportunities through proactive communication, personalized service, successful event coordination, and effective departmental administration.

KEY RESPONSIBILITIES

Administration

• Provides administrative support to the Director of Food & Beverage and departmental leadership team.
• Maintains department files, records, reports, correspondence, and confidential information.
• Establishes and maintains efficient electronic and hard-copy filing systems.
• Prepares presentations, reports, meeting agendas, and meeting minutes.
• Coordinates departmental meetings and prepares supporting documentation.
• Manages departmental correspondence, incoming and outgoing mail, and courier services.
• Maintains attendance records and assists with payroll-related administrative processes.
• Orders and manages departmental office supplies and operating supplies.
• Answers telephone calls and email inquiries professionally and efficiently.
• Maintains organized office operations and ensures administrative accuracy across the division.
• Assists in preparation of annual business plans, budgets, forecasts, and departmental reports. Reads and routes incoming mail and outgoing correspondences. 

Guest Experience & Reservations

• Serves as a primary point of contact for Food & Beverage guest inquiries and requests.
• Coordinates dining reservations and special dining arrangements for resort guests.
• Maintains direct communication with guests before arrival, during their stay, and following special events when appropriate.
• Assists with booking and coordinating unique resort experiences, culinary events, chef's tables, wine dinners, and other exclusive offerings.
• Collaborates with Concierge, Front Office, Sales, and Guest Experience teams to ensure seamless guest experiences.
• Maintains accurate records of guest preferences, special occasions, dietary requirements, and VIP arrangements.
• Responds promptly to guest inquiries, requests, and concerns while ensuring timely follow-up and resolution.
• Provides personalized recommendations to enhance the guest dining experience.

Private Dining & Special Event Sales

• Actively promotes and upsells private dining experiences, exclusive culinary events, specialty dining offerings, and resort experiences.
• Coordinates private dinners, celebrations, group dining functions, proposals, anniversaries, and other special occasions.
• Develops proposals and communicates event details, pricing, menus, and logistics with guests.
• Works closely with culinary, stewarding, service, events, and operational teams to execute guest events successfully.
• Tracks inquiries, bookings, and revenue opportunities related to Food & Beverage experiences.
• Assists in developing promotional initiatives that increase participation in dining experiences and special events.
• Supports achievement of departmental revenue goals through proactive guest engagement and sales efforts.
• Coordinates all event details from inquiry through execution and post-event follow-up.

Operations

• Ensures Food & Beverage brand standards and service standards are maintained.
• Assists leadership in implementing departmental objectives and initiatives.
• Follows up on guest feedback and audit results, ensuring corrective actions are implemented where needed.
• Maintains strong working relationships with all hotel departments.
• Supports operational projects and administrative initiatives that improve efficiency and guest satisfaction.
• Assists with menu updates, collateral preparation, and communication of departmental initiatives.
• Supports the implementation of new systems, technology, and operational improvements.

Recruitment & Colleague Support

• Assists Food & Beverage leadership with recruiting activities and hiring initiatives.
• Coordinates interview scheduling between candidates and hiring managers.
• Maintains candidate records and recruitment tracking documentation.
• Assists in preparing onboarding materials and coordinating new hire orientation requirements.
• Supports training administration, attendance tracking, and departmental recognition programs.
• Collaborates with Human Resources to ensure timely completion of recruitment and onboarding processes.
• Maintains personnel files and documentation in accordance with company standards and confidentiality requirements.

Guest Satisfaction

• Ensures delivery of the brand promise and exceptional guest service at all times.
• Builds positive relationships with guests through genuine, personalized interactions.
• Handles guest inquiries, concerns, and complaints professionally and efficiently.
• Maintains strong interdepartmental relationships to support guest satisfaction.
• Anticipates guest needs and proactively creates memorable experiences.

Group Specific

• Ensures all guests are welcomed with warmth, professionalism, and a spirit of hospitality.
• Maintains confidentiality and security of all guest, associate, and company information.
• Complies with all company policies, procedures, and standards.
• Acts as a Brand Ambassador at all times.
• Models company culture, mission, vision, and core values.
• Works with a sense of Aloha and in respect of Hawaiian culture and traditions.
• Performs other duties as assigned in support of departmental and organizational goals.

While this is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.