Admin Coordinator – Food & Beverage Department

Northwood Hospitality LLC; Islamorada (FL); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

401(k) with employer matching

Medical, Dental & Vision Insurance

Paid Time Off + 8 Paid Holidays

Disability Insurance

Job summary

Cheeca Lodge & Spa in Islamorada seeks an Administrative Coordinator to support our restaurants, bars, and banquet operations. You will manage staff compliance, coordinate vendor services, and maintain scheduling systems to ensure smooth day‑to‑day operations.

You will assist the F&B leadership with admin duties, enter weekly schedules, manage OpenTable reservations, and help with invoices and event planning. A hospitality background and strong Excel/Outlook skills are expected.

Qualifications

• Prior experience in administrative support or operations.

Responsibilities

• Maintain staff compliance records and certifications.
• Coordinate vendor services and uniform/locker programs.
• Support F&B management with scheduling, documents, and errands.
• Enter weekly team schedules into OnTrack by Friday.
• Manage OpenTable reservations and guest notes for smooth service.
• Process invoices, POs, and organize financial documents.
• Support event planning and coordination for weddings and corporate functions.

Skills

Administrative support

Operations

Microsoft Excel

Microsoft Outlook

Bilingual

Tools

OnTrack scheduling software

OpenTable

Job description

Job Description

Join the Food & Beverage team at Cheeca Lodge & Spa, a Four Diamond beachfront resort in Islamorada. We’re seeking a highly organized and proactive Administrative Coordinator to support our restaurants, bars, and banquet operations. This role plays a key part in ensuring smooth day‑to‑day operations by managing staff compliance, coordinating vendor services, supporting department leadership, and maintaining essential tracking and scheduling systems.

Key Responsibilities

Training Compliance & Documentation

• Maintain up-to-date records for Safe Serve and Responsible Vendor certifications for all applicable staff.
• Track training completion for new hires within their first 30 days.
• Monitor expiration dates, send reminders, and ensure readiness for audits or inspections.

Uniform & Locker Program (Cintas Coordination)

• Manage the uniform distribution and locker allocation program with Cintas and department managers.
• Track uniform inventory and invoices; enforce policy of 3 uniforms per employee by job code.
• Limit locker access to J1/H2B employees unless otherwise authorized.

Administrative Support to F&B Management

• Assist the F&B leadership team with administrative duties including document prep, filing, on-property errands, and support during busy shifts.
• Maintain a helpful and visible presence in the office during scheduled hours.
• Complete tasks directly and professionally, with attention to detail and follow-through.

Scheduling Coordination

• Enter weekly team schedules into OnTrack software by the weekly deadline (typically Friday).
• Organize department scheduling folders on shared drives and archive appropriately.
• Make adjustments as needed and ensure accuracy across records.

Reservation System Support (OpenTable)

• Complete OpenTable Academy training and maintain up-to-date knowledge of the platform.
• Manage reservations across outlets, optimize cover counts, and ensure clear guest notes to support great service.

Other Responsibilities as Assigned

• Maintain accurate records of reservations, guest preferences, and event details.
• Process invoices, purchase orders, and assist with financial document organization.
• Support inventory tracking and ordering of F&B supplies.
• Prepare reports, spreadsheets, and presentations for departmental needs.
• Answer guest phone calls and inquiries with professionalism and a solutions-focused attitude.
• Coordinate with other departments to ensure seamless guest experiences.
• Assist with planning and support for events including weddings, corporate functions, and group dinners.
• Help manage event logistics, menu confirmations, staffing rosters, and setup coordination.
• Provide scheduling support and help maintain accurate timekeeping.
• Foster a collaborative, positive, and team-focused work environment.

Qualifications

• Prior experience in administrative support or operations (hospitality experience preferred).
• Strong computer skills including Microsoft Excel and Outlook; ability to learn new systems.
• Excellent communication and interpersonal skills.
• Ability to multitask and stay organized in a fast-paced environment.
• Bilingual (English/Spanish or English/Creole) a plus.

Schedule & Compensation

• Full-Time | Hourly | Non-Exempt
• Typical hours: Monday – Friday, 8:00 AM – 4:30 PM (occasional weekends/evenings based on events).
• Competitive hourly wage based on experience.

Benefits Include:

• 401(k) with employer matching (vests after 90 days)
• Medical, Dental & Vision Insurance
• Paid Time Off + 8 Paid Holidays
• Employer Paid Short-Term & Long-Term Disability Insurance
• AD&D and Life Insurance
• Flexible Spending & Health Savings Accounts
• Employee Discounts at Northwood Hospitality Properties

Source: Northwood Hospitality