F&B Administrative & Reservations Coordinator

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

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.