F&B Administrative Assistant

Alila Hotels; Encinitas (CA); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Medical coverage (full-time)

401K

Complimentary parking

Room Nights benefit

Friends and Family rates

Employee discounts

Paid Time Off

Colleague celebrations

Job summary

Alila Marea in Encinitas is seeking an F&B Administrative Assistant to provide consistent administrative and organizational support to the Food & Beverage department. You will coordinate reservations, guest inquiries, menus, and daily operations to help managers focus on guest experiences and staff development.

You will support the Director of F&B, chefs, and department leaders, prepare reports and communications, and help manage events, purchasing, and inventory.

Qualifications

• One to two years of administrative, hospitality, or Food & Beverage experience.
• 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; experience with reservation/guest feedback/purchasing/inventory systems.
• 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 related materials.
• 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 details with DOFB and other departments to support events.

Skills

Administrative experience

Hospitality experience

F&B experience

Organizational skills

Communication skills

Reservation/guest feedback systems

Team collaboration

Tools

Outlook

Word

Excel

Teams

Job description

The F&B Administrative Assistant provides consistent administrative and organizational support to the Food & Beverage department. This role supports culinary, restaurant, pool, private events, and department leadership by coordinating reservations, guest inquiries, ordering records, menus, communications, and daily administrative needs. The Assistant helps improve organization, communication, and follow through so managers and chefs can focus on operations, colleague development, and the guest experience.

Organization- Alila Marea

Key Responsibilities

Department Administrative Support

• 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

Reservations & Guest Bookings

• 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.

Private Events & Culinary Coordination

• 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.

Purchasing, & Inventory Support

• 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.

Guest Feedback & Service Recovery

• 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.

Menus, Documents & Communication

• 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.

Operational Coordination & Follow Through

• 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.

Daily Organization & Handoffs

• 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.

Benefits

Other tasks as assigned by manager.

In keeping with Hyatt’s Values of Wellbeing, the company offers a rich benefit program with a variety of benefits designed to enrich the lives and well‑being of our colleagues and their lives outside of work.

• Medical coverage, including dental & vision coverage (for full‑time colleagues after 30 days)
• 401K w/company match
• Complimentary parking
• 12 Complimentary Room Nights across our Hyatt portfolio (after 90 days)
• Friends and Family rates across our Hyatt portfolio immediately
• Hyatt discounts and partner discounts
• Paid Time Off (Up to 10 Vacation days, 6 Paid Holidays, 2 extra Paid Floating Holidays, sick and bereavement.
• Colleague celebrations, including Quarterly Awards, BBQ's, and holiday parties.

The pay rate for this position is $24/hr

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.

Mental and Physical Demands

• Frequent: Sitting, standing, walking the property, computer and telephone use, and communicating with guests and colleagues.
• Occasional: Lifting up to 20 lb, bending, reaching, and moving menus, boxes, or department supplies.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status