Food and Beverage Office Coordinator

The Food & Beverage Office Coordinator provides administrative, purchasing, inventory, payroll, and accounting support for the Food & Beverage Department. This position serves as the central point of coordination for purchase orders, invoice processing, vendor communication, inventory administration, payroll support, and departmental reporting while ensuring compliance with company policies and operational standards.

The Office Coordinator plays a key role in maintaining accurate records, improving operational efficiency, supporting department leaders, and ensuring the smooth day-to-day administration of the Food & Beverage operation.

Role Responsibilities:

Purchasing Administration

• Create purchase orders for approved departmental purchases.
• Maintain purchase order logs and vendor records.
• Coordinate with vendors regarding deliveries, pricing, shortages, and backorders.
• Obtain competitive pricing and vendor quotes as part of the company's bid process.
• Maintain rebate agreements and vendor contracts.
• Monitor open purchase orders and follow up on outstanding deliveries.

Accounting Support

• Process vendor invoices into Yardi.
• Process inventory invoices into Rapid Stock.
• Match invoices to approved purchase orders and supporting documentation prior to processing.
• Identify pricing or quantity discrepancies and communicate them to department leadership.
• Reconcile monthly vendor statements.
• Assist with monthly P&L variance reporting.
• Maintain accurate inter-property transfer documentation.
• Prepare supporting documentation for vendor payments.

Administration

• Maintain inventory records and documentation.
• Assist with monthly inventory reconciliation.
• Prepare inventory variance reports for management review.
• Support inventory reporting and cost analysis.
• Maintain par level documentation.
• Support the F&B Managers with Large Party Reservation communications & bookings.
• Maintain departmental filing systems and records.
• Coordinate office supplies and administrative purchasing.
• Prepare weekly and monthly operational reports.
• Professionally communicate with vendors and internal departments.
• Assist the Food & Beverage Director with administrative projects and operational initiatives.

Qualifications:

• Minimum of two years of administrative experience in Food & Beverage, Hospitality, Purchasing, Accounting, or a related field.
• High-volume hotel or restaurant experience preferred.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Advanced Microsoft Office skills, particularly Excel.
• Experience with purchasing, inventory, and accounting systems such as Yardi, Rapid Stock, Toast, or similar platforms preferred.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Professional, dependable, self-motivated, and able to work independently.

Ability to:

• Be a clear thinker, remaining calm and resolving problems using good judgment. Demonstrate ownership of the guest experience
• Follow directions thorough to completion
• Work cohesively with co-workers as part of a team. Build team morale
• Expected to complete task in timely manner
• Highly motivated and pro-active; act with professionalism and positivity in all interactions

Work Environment:

• Food & beverage outlets and kitchen areas
• Standing for prolonged periods of time
• Under variable temperature conditions
• Under variable noise levels
• Around chemicals