F&B Coordinator

F&B Coordinator

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America. With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands.

Overview

The F&B Coordinator provides administrative and operational support to the culinary leadership team. This role reports directly to the Executive Chef while collaborating closely with both the Executive Chef and Banquet Chef. You will manage daily office operations, department payroll, scheduling, and Banquet Event Order (BEO) logistics to ensure seamless kitchen functionality.

Responsibilities

• Financial & Payroll Administration
  • Process and manage weekly payroll for all culinary staff members.
  • Review, reconcile, and close vendor invoices on a daily basis using Birchstreet.
  • Track department expenses and assist with basic cost-control data entry.
  • Manage recurrent order input with vendors (paper goods & Coca-Cola)
• Schedule & Workforce Management
  • Prepare, finalize, and post weekly work schedules for kitchen staff with executive chef input and supervision and Salesforce event calendar data.
  • Maintain and update the master culinary vacation and time-off calendar.
  • Process vacation requests.
  • Manage requisition process.
  • Serve as the primary point of contact for internal culinary staff inquiries.
  • Direct employee requests or HR questions to the appropriate department leaders.
• BEO & Event Logistics
  • Manage the distribution, posting, and updating of Banquet Event Orders (BEOs).
  • Attend daily BEO meetings to note menu revisions and headcount changes.
  • Communicate real-time event updates clearly to the Executive Chef and Banquet Chef.

Qualifications

Minimum 12 years of administrative experience, preferably in a hotel or luxury kitchen environment. Strong proficiency in payroll systems (e.g., ADP, DayForce) and procurement software. Excellent organizational skills with the ability to handle high-volume paperwork accurately. Clear communication skills to bridge information between culinary staff and management. Long hours sometimes required. Medium work - Exerting up to 50 pounds of force occasionally, and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner. Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests. Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner. Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel. Maintain high standards of personal appearance and grooming, including wearing nametags. Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations. Maximize efforts towards productivity, identify problem areas and assist in implementing solutions. Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary. Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives. Must be able to maintain confidentiality of information. Perform other duties as requested by management. Maintain a warm and friendly demeanor at all times.