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 OVERVIEWThe 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, and assists in executing marketing strategies to enhance brand visibility and revenue.PRINCIPAL DUTIES AND RESPONSIBILITIESAdmin 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 teamAnswer 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 needsReceive deliveries of items and maintaining, counting to ensure all items are received as requested by food & beverage leadershipCreate dining reservations/ special requests of guests-collaborating with sales on special occasions and guest needsBirchstreet: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 monthlyEstablishing monthly divisional accrualsContracts: negotiating, writing & signingMeeting and orienting vendors, onsiteCreating room reservations and airport transfers for F&B team members (permanent & taskforce)Develop and facilitate onboarding of taskforce and new leadership team membersOversee and support DFBO and F&B Team, Birchstreet, Sevenrooms, Canva, Single Platform, HMS, ZenDesk, printingRespond to Guest SurveyCommunication & CoordinationServe as a liaison between F&B leadership, outlet teams, culinary, events, purchasing, and other departmentsCommunicate directly to the team operational updates, service changes, and special event details to relevant teamsCoordinate logistics for banquets, pool activations, VIP events, and special programming as neededSupport onboarding coordination for new F&B team membersEvents, Menus & Programming SupportCollaborate with planning and execution of F&B-related events, activations, and promotionsPerform menu updates, printing, digital uploads, and brand compliance reviewsTrack timelines and deliverables for seasonal launches and special initiativesFinancial & Inventory SupportComplete purchase orders, and vendor documentationPhysically track inventory, PAR level updates, and cost control initiativesComplete basic financial and operational reports for leadership reviewInventory & Ordering: Monitoring and ordering par stock levels for office supplies.Guest Experience & Brand StandardsSupport service recovery efforts by tracking guest feedback and follow-up actionsEnsure alignment with brand standards, health regulations, and internal policiesPerform audits, inspections, and compliance documentation as requiredGuest Interaction: Managing restaurant reservations, drafting responses to guest feedback, and handling general inquiries via land line phone or email.REPORTING RELATIONSHIPSReports to the Director of Operations Food & BeverageQUALIFICATIONS & SKILLSREQUIRED:Strong administrative, organization, and technical skills.Must be detail oriented and accurateAbility to manage multiple priorities, goal oriented and must meet deadlines.Strong interpersonal skills and guest service oriented with a sincere, friendly and helpful personality.Willing to “pitch-in” and assist colleagues with their job duties and be a team player.Professional & appropriate business appearance and demeanor aligned with the 1 Hotel brand and 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 of the hotel.Technically savvy and proficient with MS Office Applications, specifically Outlook, Word, Excel and PowerPoint.This role will sit on-site.PREFERRED:Prior experience in a quality luxury hotel or similar industry.Knowledge of hotel structure and interaction between departments.Prior experience with HMSStarwood 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 accommodation, please visit People Operations.About us...As a mission-driven company, our purpose is our true north, and our compass guides the way. The purpose we live by impacts the lives of our team members, drives the experiences for our guests, builds community with like-minded travelers and takes care of the planet we live in. Founded in 2006 by Barry Sternlicht, Starwood Hotels is a luxury hotel brand management company and affiliate of global private investment firm Starwood Capital Group.$31.00 Per HourStarwood 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. #J-18808-Ljbffr