F&B Administrative Assistant

Highgate Hotels, LP; Saint Pete Beach (FL); On-site; USD 22,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Paid holidays

Paid vacation

Tuition reimbursement

Job summary

TradeWinds Island Resort, managed by Highgate Hotels, LP, is seeking an F&B Administrative Assistant to support the Food & Beverage team. The role emphasizes payroll coordination for 200+ staff, event logistics, and strong administrative support in a fast-paced resort environment.

Ideal candidates are detail-oriented, organized, and capable of maintaining confidentiality while delivering excellent guest service and cross-departmental communication.

Qualifications

• High School diploma or equivalent required.
• College coursework in related field helpful.
• Must be very detail-oriented and organized.

Responsibilities

• Greet and welcome guests in line with Highgate standards.
• Process payroll for 200+ Food & Beverage employees, ensuring accuracy and timeliness.
• Maintain the Master Function Book with event details, schedules and updates.
• Prepare, distribute, and communicate BEOs for events and revisions.
• Answer guest inquiries by phone and email with professionalism and courtesy.
• Support coordination between Food & Beverage, culinary, banquet and other departments.

Skills

Detail-oriented

Multitasking

Strong communication

Education

High School diploma or equivalent

College coursework in related field helpful

Job description

F&B Administrative Assistant

Full Time

Hourly

Location

US-FL-St Pete Beach

Property: TradeWinds Island Resort

Employer

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America. With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands. www.highgate.com

Local Description

Discover more sun and more fun! Escape to a tropical beachfront paradise complete with everything you need for the perfect getaway, including delicious dining, beachfront bars, relaxing comforts, and endless activities. Here you'll stay at one, play at two - with two connecting resorts right on the soft white sands of St. Pete Beach. Whether you're looking for family fun, a romantic retreat, or anything in between, it's all here at TradeWinds Island Resorts. https://www.tradewindsresort.com/careers

Overview

Follow your passion all the way to paradise at TradeWinds Resort! Located along the gorgeous Gulf Coast on St. Pete Beach, a Top-Ranked U.S. Beach, TradeWinds features two destination resorts just 200 flip-flops from one another.

We're proud to share that our management company, Highgate, has been recognized as a 2026 USA TODAY Top Workplaces award winner. When you join the TradeWinds team, you become part of a culture that values passion, collaboration, excellence, purpose, and inclusivity. If you're passionate about creating memorable experiences and making a meaningful impact, we'd love to meet you. Bring your passion to paradise and discover where your career can take you at TradeWinds!

Join a company where Our People are at the heart of everything we do.

TradeWinds Island Resort is seeking an Administrative Assistant for the Food and Beverage Department. This position will provide support to the Food & Beverage Team, including all outlet managers and employee partners in the department. He/she is also responsible for providing attentive, courteous and efficient service to all guests.

Responsibilities

• Greet and welcome all guests in accordance with Highgate Hotel standards.
• Process, review, and accurately monitor departmental payroll for approximately 200+ Food & Beverage employees, ensuring timely submission and compliance with established procedures.
• Maintain consistent and proactive communication with Food & Beverage Managers regarding payroll, scheduling, timekeeping, departmental updates, and administrative needs to ensure accurate and efficient operations.
• Review employee timecards regularly for accuracy and completeness, identify discrepancies, missed punches, and other timekeeping issues, and follow up with the appropriate F&B Managers to ensure corrections are addressed before payroll deadlines.
• Maintain and update the Master Function Book to ensure all event details, schedules, and changes are accurate and current.
• Prepare, distribute, and communicate BEOs and revisions promptly to ensure all relevant departments have the most up-to-date event information.
• Respond to guest inquiries and requests in a timely, professional, and courteous manner, including faxing menus, answering questions, and providing requested information.
• Type, format, and prepare special menus for Food & Beverage outlets, including holiday menus, seasonal offerings, and special events.
• Assist with VIP arrangements and coordinate guest room amenities to ensure personalized service and attention to detail.
• Compile weekly and monthly forecasts to support staffing schedules, labor planning, food purchasing, and overall departmental operations.
• Schedule and coordinate Responsible Vendor and Food Safety Training classes, including organizing logistics and communicating training details to participants.
• Provide general administrative assistance to Food & Beverage leadership, including document preparation, data entry, recordkeeping, filing, and maintaining organized departmental records.
• Support effective communication between Food & Beverage management, culinary, banquet, outlet, and other resort departments to ensure smooth daily operations.
• Maintain confidentiality of employee, payroll, guest, and departmental information while ensuring accuracy and professionalism in all administrative tasks.
• Perform other duties and special projects assigned to support the overall success of the Food & Beverage department.
• Answer guest inquires about hotel and conference center services, facilities and hours of operation in a timely manner.
• Answer telephone and email messages. Respond accordingly.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Open and distribute mail.
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.

Qualifications

• High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• Must be very detail-oriented and organized.
• Proven ability to work in a high volume, fast paced yet flexible office environment.
• Ability to support, work with outlet managers and provide supplemental assistance in outlets as needed.
• College course work in related field helpful.
• Computer knowledge/skills required.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Available to work holidays, nights and weekends as needed.
• Perform other duties as requested by management.

Benefits

We are pleased to offer to our full-time associates a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.

• Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance 401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave (provided in accordance with applicable law)
• Employee assistance program (EAP)
• Educational opportunities / Tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

For Employees Based in Washington:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service
• Paid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.

For Employees Based in Colorado:

• 8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar year
• Up to 20 days of paid vacation per year, based on classification and length of service
• 6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.

For Employees Based in California:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.
• Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.

Please note that certain benefits described above for associates in Washington, Colorado, and California may vary for associates covered by a Collective Bargaining Agreement ("CBA"). For such associates, eligibility for and the terms and conditions of benefits are governed by the applicable CBA and any applicable plan documents, and may differ from the benefits described above. In the event of any conflict or inconsistency, the terms of the applicable CBA and governing plan documents will control, as applicable.

**The above-referenced benefits do not apply to part-time positions

Posting Date

This job opening was posted on October 20, 2026 and will remain open for at least 14 days.