F&B Administrative Assistant

Cote Hospitality Group; Minnesota; On-site; USD 28,000 - 34,000; Full time

Job summary

Grand View Lodge is seeking a creative, organized, and tech‑savvy Food & Beverage Administrative Assistant to support the daily operations of our F&B department. This full‑time role blends administrative focus with design, scheduling, and cross‑department coordination in a fast‑paced hospitality environment.

Proficiency with Microsoft Office, Canva or Adobe, and internal systems is essential to design menus and promotional materials, update BEOs, manage timecards, and maintain accurate records.

Qualifications

• Technology-minded with the ability to navigate multiple software platforms.
• Creative eye for menus, flyers, signage, and guest communications.
• Strong attention to detail on pricing, schedules, inventory, and events.
• Proficient in Excel, Word, Outlook, and PowerPoint; able to learn new tools quickly.
• Self-starter who can manage projects and meet deadlines.

Responsibilities

• Serve as the administrative hub for the F&B department, handling daily operations, communications, timecards, and reporting.
• Create, design, update, and print menus, promotional materials, event signage, and other marketing collateral.
• Use Canva and Office tools to develop professional materials aligned with brand.
• Review and distribute BEOs; coordinate with Sales, Catering, Culinary, Banquets, and F&B leadership.
• Maintain BEO records and facilitate inter-department communication for events.
• Update associate schedules, timekeeping, and inventory records; ensure accuracy.
• Assist with monthly inventory and updates to menus, pricing, and promotions.
• Coordinate with vendors and internal teams for ordering, deliveries, and inventory tracking.
• Prepare agendas, presentations, and distribute important updates for departmental meetings.
• Maintain digital records, reports, and documents; support leadership on projects and initiatives.
• Act as a communication resource for the F&B team to share timely updates.
• Adapt to changing priorities and take on additional projects as needed.

Skills

Technology-driven

Organized

Design eye

Time management

Communication

Tools

Canva

Adobe Creative Suite

Microsoft Office

Job description

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F&B Administrative Assistant

Full Time Nisswa, MN, US

2 days ago Requisition ID: 3344

Salary Range: $20.00 To $25.00 Hourly

Position Overview:

Grand View Lodge is seeking a creative, organized, and technology-savvy Food & Beverage Administrative Assistant to support the daily operations of our Food & Beverage department. This role is ideal for someone who enjoys combining administrative organization, technology, creativity, and communication in a fast-paced hospitality environment.

If you're someone who loves technology, enjoys being creative, and thrives on keeping people and processes organized, this could be the perfect opportunity for you!

About Cote Family Companies: www.cotefamily.com

For over 100 years, this family-owned company has distinguished itself by providing unique, transformative experiences and exceptional memories. Our resorts provide an array of services including accommodations, golf, spa food & beverage, retail, equestrian and conference/event opportunities. Our camps provide transformational memories that our attendees carry with them forever. The Cote Family has invested in its current ventures and is poised for further growth.

COTECares

CoteCares is our "Way of Life". We believe in enriching the lives of those within our community and this inspires us to create transformative experiences and exceptional memories.

Our associate journey begins and ends with a positive work environment and experience for our team. CoteCares is the namesake for our culture, and our commitment to a culture where all associates feel respected, safe, empowered, appreciated, excited, included and a sense of belonging to something extremely special. Whether it be through community involvement or internally working with each other, CoteCares expresses our world and what we want it to be.

Career Pathing:

Career pathing for this role may lead into salaried management whether at one of the business enterprises or a general, corporate role, depending upon one's performance and individual aspirations/organizational opportunities. Through proactive pursuit of growth and skill development, this role can establish a fulfilling and prosperous career trajectory in Food & Beverage or general operations.

What You'll Be Doing:

• Serve as the organizational and administrative hub of our Food & Beverage department, supporting daily operations, communications, timecards, and reporting.
• Create, design, update, and print Food & Beverage menus, promotional flyers, event materials, signage, and other marketing materials to support our restaurants, bars, and special events and ensure information is accurate, updated, and communicated across all outlets.
• Utilize technology and design platforms, such as Canva, Microsoft Office, and other internal systems, to develop professional, visually appealing materials that align with our brand.
• Work closely with the Sales and Catering teams to review, update, print, and distribute Banquet Event Orders (BEOs), ensuring all relevant departments and team members are informed of event details, updates, and last‑minute changes.
• Maintain organized BEO records and help coordinate communication between Sales, Catering, Culinary, Banquets, and F&B leadership to support successful event execution.
• Update and maintain associate schedules and timekeeping adjustments within internal systems, ensuring all changes are accurate, properly documented, and aligned with scheduled hours and actual time worked.
• Assist with monthly inventory as needed.
• Assist with updating menus, pricing, specials, and promotional information across digital and printed platforms.
• Coordinate with vendors, managers, and internal departments to support ordering, deliveries, and accurate inventory tracking.
• Assist with organizing departmental meetings, preparing agendas, creating presentations, and distributing important updates.
• Maintain accurate digital records, spreadsheets, reports, and departmental documents to ensure information is easily accessible and up to date.
• Support the Director of Food & Beverage and department managers with administrative projects, technology needs, and operational initiatives.
• Serve as a key communication resource for the F&B team, ensuring important updates, schedules, event details, and operational changes are shared accurately and promptly.
• Adapt to changing priorities and assist with additional projects and responsibilities as needed.

What We're Looking For:

• Technology-driven and highly organized, with the ability to confidently navigate multiple software platforms and learn new systems quickly.
• A creative eye for design and an interest in developing menus, flyers, promotional materials, and other guest-facing communications.
• Strong attention to detail, especially when working with pricing, schedules, inventory, reports, and event information.
• Excellent computer skills, including spreadsheets, document formatting, data entry, and digital file management.
• A proactive self‑starter who can independently manage projects, anticipate department needs, and meet deadlines.
• Strong written and verbal communication skills, with the ability to coordinate information across multiple departments.
• Excellent time management and multitasking skills in a fast‑paced hospitality environment.
• A collaborative, service‑minded approach and willingness to support managers and team members across the resort.
• Flexibility to adjust priorities and occasionally work evenings or weekends based on business and event needs.

Your Background:

• Previous experience in an administrative, hospitality, Food & Beverage, marketing support, or operations coordination role preferred.
• Strong proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with Canva, Adobe, or similar graphic design platforms preferred.
• Experience creating menus, flyers, signage, marketing materials, or other promotional content is a plus.
• Hospitality or Food & Beverage experience is beneficial, but strong technology skills, organization, creativity, and a willingness to learn are equally important.