F&B Operations & Events Coordinator

Proper Hospitality; Miami Beach, Northern (FL, KY); Hybrid; 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 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.