Administrative Coordinator – Food & Beverage Department

Northwood Hospitality LLC; Islamorada (FL); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Paid Time Off (up to 18 days)

Employee Discounts at Northwood Hotels

Bass Pro Shops 50% discount

401(k) with employer matching

Disability Insurance

AD&D Insurance

Medical, Dental, Vision Insurance

Flexible Spending and Health Savings

Life Insurance

Job summary

Cheeca Lodge & Spa in Islamorada seeks an Administrative Coordinator to support its Food & Beverage team across restaurants, bars and events.

The role focuses on training compliance, uniforms, scheduling, OpenTable reservations, and administrative support for F&B leadership. Competitive hourly wage based on experience; typical hours Monday–Friday 8:00 AM–4:30 PM with some evenings or weekends during events.

Qualifications

• Prior experience in administrative support or hospitality operations.
• Strong computer skills including Microsoft Excel and Outlook; able 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.

Responsibilities

• Maintain up-to-date records for staff certifications and training compliance.
• Track training completion for new hires within 30 days.
• Coordinate uniform distribution and locker program with Cintas; monitor inventory and invoices.
• Provide administrative support to F&B leadership and maintain office presence.
• Enter weekly team schedules into OnTrack and organize shared folders.
• Support OpenTable reservations and maintain guest notes for service excellence.
• Process invoices, purchase orders, and assist with financial document organization.
• Assist with event planning and coordination for weddings and corporate functions.

Skills

Admin support

Operations

Excel

Outlook

Tools

OpenTable

OnTrack

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.
• NO FACIAL or TONGUE PIERCINGS.
• NO FACIAL, HAND, or FACE/NECK TATOOS

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.

Full-Time Benefits Include

• Up to 18 days of Paid Time Off (includes holidays)
• Employee Discounts at Northwood Hospitality Properties
• Up to 50% off discount at Bass Pro Shops
• 401(k) with employer matching
• Employer Paid Short-Term and Long-Term Disability Insurance
• AD&D Insurance
• Medical, Dental, and Vision Insurance
• Flexible Spending and Health Savings Accounts
• Life Insurance

Source: Northwood Hospitality