Administrative Coordinator – Food & Beverage Department

Cheeca Lodge & Spa; Islamorada (FL); Sur place; USD 28 000 - 30 000; Plein temps

Avantages offerts par ce poste

PTO (up to 18 days)

Employee Discounts at Northwood Hosp.

Bass Pro Shops discount 50%

401(k) with employer matching

Short-Term Disability Insurance

Long-Term Disability Insurance

AD&D Insurance

Medical, Dental, and Vision Insurance

Flexible Spending Accounts

Health Savings Accounts

Life Insurance

Résumé du poste

Cheeca Lodge & Spa in Islamorada, FL is seeking an Administrative Coordinator to support restaurants, bars, and banquet operations. You will manage staff compliance, coordinate vendor services, assist F&B leadership, and maintain scheduling systems.

Responsibilities include training compliance, OpenTable reservation management, and event support. The role requires hospitality experience, strong Excel/Outlook skills, and bilingual abilities as a plus.

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.

Responsabilités

• Training Compliance & Documentation: Maintain up-to-date records for Safe Serve and Responsible Vendor certifications; track training for new hires; monitor expirations; manage uniform distribution with Cintas; track inventory and enforce policy.
• Administrative Support to F&B Management: support leadership with documents, errands, and office presence; ensure attention to detail.
• Scheduling Coordination: enter weekly schedules into OnTrack; organize folders; archive records; adjust as needed.
• Reservation System Support (OpenTable): complete OpenTable Academy; manage reservations; optimize cover counts; maintain guest notes.
• Other Responsibilities: maintain reservations, guest preferences, event details; process invoices and POs; assist with inventory; prepare reports; answer inquiries; coordinate with departments; assist events planning and support.

Connaissances

Excel

Outlook

Communication

Multitasking

Organization

Bilingual English/Spanish

Bilingual English/Creole

Hospitality experience

Outils

OpenTable

Description du poste

#4901

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.

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 TATTOOS

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

Cheeca Lodge & Spa recognizes the value and importance of a diverse workforce and will continue to identify and attract a workforce of the best available talent at every organizational level. As the Company grows and expands, we remain committed to maintaining our workplace diversity, allowing us to maintain our leadership in the industry.

Salary Range

20-22/hour

undefined

Corporate Website

Values

Employer Privacy Policy

EEO is the Law

ADP Privacy Statement Google Privacy Policy Google Terms of Service