F&B Administrative Assistant

Proper Hospitality; Miami Beach, Northern (FL, KY); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Comprehensive benefits

Career development programs

Best Place to Work initiative

Job summary

The Shelborne by Proper Hospitality in Miami Beach is seeking an experienced Administrative Assistant to support the F&B Manager and department heads. You will coordinate meetings, manage schedules, and handle vendor communications, while maintaining accurate records across finance, inventory, and reporting functions.

This role requires strong office management skills, hospitality knowledge, and a customer-focused approach to support a high-energy F&B team during events and peak times.

Qualifications

• High School Diploma or equivalent required; Associate’s degree in Hospitality Management, Business Administration, or related field preferred.
• 2+ years of administrative experience, preferably in hospitality or F&B.
• Experience with office management and administrative tasks is highly desirable.
• Basic understanding of F&B operations and the hospitality industry is a plus.

Responsibilities

• Provide administrative assistance to the F&B Manager and other department heads.
• Coordinate meetings, prepare agendas, take minutes, and distribute documents.
• Handle day-to-day correspondence, both internal and external, and ensure timely communication.
• Organize and maintain files, both physical and digital, ensuring proper documentation and easy access to records.
• Assist with the preparation and editing of reports, presentations, and other documents as needed.
• Manage the F&B department’s schedule, including staff shifts, meetings, and events.
• Coordinate with vendors, suppliers, and external partners to ensure timely delivery of goods and services.
• Assist in organizing special events, catering functions, and banquet setups.
• Ensure proper staffing levels for shifts and events, coordinating with HR and department managers.
• Assist in tracking inventory levels of food, beverages, and supplies, ensuring accuracy and timely restocking.
• Support the ordering process by generating purchase orders and ensuring they are submitted to the appropriate suppliers.
• Maintain accurate records of inventory usage, deliveries, and discrepancies, and assist in inventory audits.
• Communicate with the kitchen, bar, and storage areas to ensure all items are stocked and available for operations.
• Assist with tracking and recording daily financial transactions, including purchases and invoices.
• Support the preparation of departmental budgets, reports, and forecasts.
• Ensure accurate record-keeping of expenses, supplies, and inventory for auditing and reporting purposes.
• Reconcile invoices in the purchase ordering system, ensuring all purchases are matched accurately and processed in accordance with financial protocols.
• Process purchase orders, invoices, and payments in line with established financial procedures.
• Maintain accurate records of expenses, supplies, and inventory to support auditing and reporting needs.
• Provide exceptional customer service when interacting with guests, whether on the phone, email, or in person.
• Assist in handling guest inquiries, complaints, or special requests related to food and beverage services.
• Maintain positive relationships with guests and team members to ensure smooth operations and a positive experience.
• Support the F&B team in maintaining high standards of guest service during special events and busy periods.
• Assist in ensuring all F&B operations comply with health, safety, and hygiene regulations.
• Maintain up-to-date documentation for health inspections, vendor contracts, and employee training records.
• Support the preparation for internal audits and inspections, ensuring all required documents are readily available.
• Answer phone calls, manage emails, and provide support to the department as needed.
• Organize and maintain the office space, ensuring supplies and equipment are well-stocked.
• Assist with special projects, reporting, and other ad-hoc administrative tasks as requested by management.

Skills

Organizational skills

Communication

Microsoft Office

Time management

Education

High School Diploma or equivalent

Associate’s degree in Hospitality Management or related field

Tools

POS systems

Inventory management software

Office equipment

Job description

The Shelborne by Proper is an iconic Miami Beach landmark reimagined through the lens of Proper Hospitality. Set along the ocean in the heart of South Beach, our historic Art Deco property brings together thoughtful design, elevated hospitality, dynamic food and beverage, wellness, nightlife, and a distinctly Miami sense of energy. More than a hotel, The Shelborne is envisioned as a destination for both travelers and locals — honoring the character and history of the property while creating a modern luxury experience that feels deeply connected to the culture, rhythm, and spirit of Miami Beach.

Essential Job Duties and Responsibilities

• Administrative Support:
• Provide administrative assistance to the F&B Manager and other department heads.
• Coordinate meetings, prepare agendas, take minutes, and distribute documents.
• Handle day-to-day correspondence, both internal and external, and ensure timely communication.
• Organize and maintain files, both physical and digital, ensuring proper documentation and easy access to records.
• Assist with the preparation and editing of reports, presentations, and other documents as needed.
• Scheduling & Coordination:
• Manage the F&B department’s schedule, including staff shifts, meetings, and events.
• Coordinate with vendors, suppliers, and external partners to ensure timely delivery of goods and services.
• Assist in organizing special events, catering functions, and banquet setups.
• Ensure proper staffing levels for shifts and events, coordinating with HR and department managers.
• Inventory Management Support:
• Assist in tracking inventory levels of food, beverages, and supplies, ensuring accuracy and timely restocking.
• Support the ordering process by generating purchase orders and ensuring they are submitted to the appropriate suppliers.
• Maintain accurate records of inventory usage, deliveries, and discrepancies, and assist in inventory audits.
• Communicate with the kitchen, bar, and storage areas to ensure all items are stocked and available for operations.
• Financial & Budget Assistance:
• Assist with tracking and recording daily financial transactions, including purchases and invoices.
• Support the preparation of departmental budgets, reports, and forecasts.
• Ensure accurate record-keeping of expenses, supplies, and inventory for auditing and reporting purposes.
• Reconcile invoices in the purchase ordering system, ensuring all purchases are matched accurately and processed in accordance with financial protocols.
• Process purchase orders, invoices, and payments in line with established financial procedures.
• Maintain accurate records of expenses, supplies, and inventory to support auditing and reporting needs.
• Guest Experience & Communication:
• Provide exceptional customer service when interacting with guests, whether on the phone, email, or in person.
• Assist in handling guest inquiries, complaints, or special requests related to food and beverage services.
• Maintain positive relationships with guests and team members to ensure smooth operations and a positive experience.
• Support the F&B team in maintaining high standards of guest service during special events and busy periods.
• Documentation & Compliance:
• Assist in ensuring all F&B operations comply with health, safety, and hygiene regulations.
• Maintain up-to-date documentation for health inspections, vendor contracts, and employee training records.
• Support the preparation for internal audits and inspections, ensuring all required documents are readily available.
• General Office Support:
• Answer phone calls, manage emails, and provide support to the department as needed.
• Organize and maintain the office space, ensuring supplies and equipment are well-stocked.
• Assist with special projects, reporting, and other ad-hoc administrative tasks as requested by management.

Education and/or Experience

• High School Diploma or equivalent required; Associate’s degree in Hospitality Management, Business Administration, or a related field is preferred.
• 2+ years of administrative experience, preferably in the hospitality or food and beverage industry.
• Experience with office management and administrative tasks is highly desirable.
• Basic understanding of F&B operations and the hospitality industry is a plus.

Skills/Specialized Knowledge

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with a customer-focused approach.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and general office equipment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong time-management skills with the ability to prioritize tasks and meet deadlines.
• Knowledge of basic financial and budgeting processes is a plus.
• Experience with food and beverage management software (e.g., POS, inventory management tools) is preferred.

Physical Demands

• Ability to sit or stand for extended periods while working at a desk or computer.
• Ability to lift up to 15 pounds (e.g., office supplies, files).
• Occasional walking, standing, or assisting in organizing events within the F&B areas.
• May require occasional evening or weekend work depending on events or operational needs.

Why Join Proper Hospitality

At Proper, we build experiences that move people — and that begins with the team behind them. As a best-in-class employer, we’re committed to creating one of the Best Places to Work in hospitality by nurturing a culture where creativity, excellence, and humanity thrive together.

Everything we do is grounded in the belief that hospitality is more than a profession - it’s an opportunity to care for others and make lives better. Guided by the Pillars of Proper, we show up with warmth and authenticity (Care Proper), strive for excellence in everything we do (Achieve Proper), think creatively and resourcefully (Imagine Proper), and take pride in the style and culture that make us who we are (Present Proper).

We believe our people are our greatest strength, and we invest deeply in their wellbeing, growth, and sense of belonging. From comprehensive benefits to meaningful development programs, Proper is designed to help you build a career, and a life, that feels as inspiring as the experiences we create for our guests.

Our Commitment: Building the Best Place to Work

Our Best Place to Work initiative is a living commitment — a continuous investment in our people, our culture, and our purpose. We listen, learn, and evolve together to create an environment where everyone feels empowered to imagine boldly, achieve confidently, care deeply, and present themselves authentically.

At Proper, joining the team means more than finding a job — it means joining a community that believes in building beautiful experiences together, for our guests and for one another.

Proper Hospitality is an equal-opportunity employer. We provide employment opportunities to all individuals regardless of race, color, religion, sex, national origin, age, disability, gender identity or expression, genetics, or any other federally or state-protected category.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.