F&B Admin & Guest Experience Coordinator

Hyatt Taleo; Encinitas (CA); On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

Medical coverage

401K with company match

Complimentary parking

Discounts and perquisites

Job summary

Alila Marea in Encinitas is seeking an F&B Administrative Assistant to provide comprehensive administrative support to the Food & Beverage department. You will coordinate reservations, guest inquiries, menus, and daily docs to ensure seamless operations across culinary, restaurant, pool, and private events.

The role involves maintaining records, assisting with calendars, and coordinating with multiple teams to enhance guest experiences.

Qualifications

• One to two years of administrative, hospitality, or Food & Beverage experience. Hotel experience preferred.
• Highly organized, detail oriented, proactive, and able to adapt to changing priorities.
• Strong written and verbal communication skills with a professional, service focused approach.
• Ability to manage multiple assignments accurately in a fast-paced environment.
• Proficiency in Outlook, Word, Excel, and Teams and the ability to learn department systems.
• Reservation, guest feedback, purchasing, or inventory system experience preferred.
• Able to work collaboratively with culinary, operations, private events, and leadership.

Responsibilities

• Provide administrative support to the Director of Food & Beverage, chefs, assistant managers, and department leaders.
• Prepare reports, spreadsheets, meeting notes, checklists, training documents, and colleague communications.
• Maintain organized electronic and physical files and keep department records current.
• Track operational deadlines, requests, and open action items.
• Assist with calendars, meetings, schedules, and routine department coordination.
• Maintain and manage inventory of printed collateral like menus, marketing sheets, server packets and
• Review pool cabana bookings, confirmations, special requests, changes, and cancellations.
• Coordinate restaurant reservations, waitlists, large parties, and special occasion notes.
• Respond to booking questions by phone, email, or the applicable reservation system.
• Record guest preferences and booking details and communicate them to the appropriate teams.
• Coordinate with restaurant, pool, culinary, and guest services to support a smooth guest experience.
• Gather dates, guest counts, contact information, and food and beverage needs for private event inquiries.
• Maintain event inquiry records and route each request to the appropriate manager or chef.
• Support event calendars, menus, function details, and related operational documents.
• Coordinate details with DOFB.
• DOFB Final Sign off on events.
• Assist culinary and restaurant leaders with ordering food, beverage, supplies, and department materials.
• Support inventory organization, counts, storage records, and reorder tracking.
• Maintain vendor contacts, purchase orders, invoices, delivery records, and report discrepancies.
• Monitor Medallia and We Care feedback and route concerns to the appropriate manager.
• Track open guest issues and assist with timely responses, documentation, and follow up.
• Share recurring feedback themes with leadership to support service improvements.
• Update, print, organize, and distribute restaurant, pool, private event, and special occasion menus.
• Confirm menu descriptions, pricing, hours, and availability before printing.
• Prepare signage, table cards, forms, promotional materials, and other department documents.
• Coordinate communication among culinary, restaurant operations, pool, private events, and management.
• Monitor department email, calls, and internal platforms and route requests to the correct team member.
• Maintain accurate information in reservation, purchasing, guest feedback, and department systems.
• Assist with special projects, seasonal operations, holiday events, and F&B initiatives.
• Keep the work area organized and ensure forms, menus, and office materials are available.
• Complete assigned checklists, reports, and documents and submit them for manager review.
• Provide clear handoffs on open requests, upcoming bookings, events, and follow up items.
• Perform monthly audits of online menus, printed collateral, and digital F&B materials.
• Help prepare pre-shift documents to ensure all communication from meetings is distributed effectively.
• Ensure clear communication of all outlet events and private functions to the culinary team.
• Attend department and division meetings, relaying pertinent information to the culinary team.

Skills

Organizational abilities

Communication

Multitasking

Tools

Outlook

Word

Excel

Teams

Job description

Alila Marea in Encinitas is seeking an F&B Administrative Assistant to provide comprehensive administrative support to the Food & Beverage department. You will coordinate reservations, guest inquiries, menus, and daily docs to ensure seamless operations across culinary, restaurant, pool, and private events.

The role involves maintaining records, assisting with calendars, and coordinating with multiple teams to enhance guest experiences.