Food & Beverage Admin

Ascent Hospitality; Birmingham (AL); On-site; USD 38,000 - 55,000; Full time

Benefits offered by this job

Health Insurance

401k with employer MATCH

Paid PTO

Uniforms Provided

Job summary

Ascent Hospitality is seeking a Food & Beverage Administrative Assistant to support inventory tracking, purchasing coordination, cost control, and compliance with department standards. The role ensures organized records and optimal cost management across restaurant, bar, banquets, and in-room dining.

You will assist leadership with reporting, menu updates, and supplier onboarding while maintaining confidentiality of financial data and contributing to efficient daily operations.

Qualifications

• High school diploma required; college coursework in hospitality, business, or accounting preferred.
• 1–3 years of administrative, accounting, or F&B support experience preferred.
• Experience with inventory systems, purchasing, or restaurant operations strongly preferred.
• Proficiency in Microsoft Excel and strong organizational skills.

Responsibilities

• Maintain and update inventory logs across all F&B outlets.
• Assist in weekly and monthly inventory counts; verify accuracy and report discrepancies.
• Prepare and submit purchase orders; coordinate with vendors for deliveries and pricing.

Skills

Inventory management

Purchasing

Excel

Vendor coordination

Administrative support

Education

High school diploma

College coursework (hospitality/business/accounting)

Tools

Excel

Microsoft Office

Job description

Ascent Hospitality has an extensive portfolio of hotels and a strong pipeline of new properties and acquisitions, but we’re not about numbers…we’re about people and that remains our foundation. Our culture expresses a memorable experience for all of our Team Members and guests alike. So we’re constantly looking for individuals who work well together for a unified purpose. For our leadership, we’re looking for accomplished individuals with a passion to serve others, strong communicators who clearly understand the needs of others and trendsetters who excel at challenges and change. If this is what you’re all about, consider joining our Team.

Ascent Hospitality is looking for a uniquely qualified hospitality leader to be our Food & Beverage Admin!

The Food & Beverage Administrative Assistant supports the daily administrative, financial, and operational functions of the Food & Beverage department. This role ensures accurate inventory tracking, purchasing coordination, cost control documentation, and compliance with departmental standards.

The position plays a critical role in maintaining organization, consistency, and efficiency across all F&B outlets (restaurant, bar, banquets, and in-room dining) by providing structured support to leadership and front-line operations.

BENEFITS:

• Competitive Salary!
• Benefits - Health, Dental, Vision, Life Insurance, and other supplemental options!
• 401k with employer MATCH!
• Paid PTO!
• Uniforms Provided for most positions!
• Team Member Hotel Discount Program!

ESSENTIAL FUNCTIONS:

(Other duties may be assigned.)

Inventory & Cost Control

• Maintain and update inventory logs across all F&B outlets.
• Assist in weekly and monthly inventory counts; verify accuracy and report discrepancies.
• Track product usage, waste, and variances to support cost control initiatives.
• Maintain and update recipe costing and cost cards to ensure pricing accuracy and profitability.
• Assist leadership in analyzing food and beverage costs and identifying trends.

Purchasing & Vendor Coordination

• Prepare and submit purchase orders based on operational needs and par levels.
• Communicate with vendors to confirm orders, deliveries, and product availability.
• Verify invoices against deliveries and ensure accuracy in pricing and quantities.
• Maintain organized records of all purchasing documentation.
• Support onboarding of new vendors and maintain vendor contact lists.

Administrative & Reporting Support

• Maintain organized digital and physical filing systems for F&B documentation.
• Assist in preparing daily, weekly, and monthly reports (inventory, cost analysis, sales trends).
• Track and maintain checklists for opening/closing procedures, sanitation, and operational standards.
• Support scheduling updates and administrative coordination as needed.
• Assist in updating menus, specialty drink lists, and internal documents.

Operational Support

• Work closely with supervisors and managers to ensure all checklists and procedures are being followed.
• Provide administrative support during menu changes, events, and seasonal updates.
• Assist with coordinating banquet/event details related to inventory and supplies.
• Support compliance with food safety, sanitation, and brand standards documentation.

Organization & Accountability

• Ensure all documents, logs, and systems are consistently updated and accurate.
• Identify gaps in processes and recommend improvements for efficiency and consistency.
• Maintain strict confidentiality and professionalism in handling financial and operational data.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

• Ensure all documents, logs, and systems are consistently updated and accurate.
• Identify gaps in processes and recommend improvements for efficiency and consistency.
• Maintain strict confidentiality and professionalism in handling financial and operational data.

PHYSICAL DEMANDS:

• Ability to stand or walk for periods as needed during inventory or operational support.
• Ability to lift up to 25 pounds occasionally.
• Ability to move between office, kitchen, storage, and outlet areas.

QUALIFICATION STANDARDS:

• High school diploma required; college coursework in hospitality, business, or accounting preferred.
• 1–3 years of administrative, accounting, or F&B support experience preferred.
• Experience with inventory systems, purchasing, or restaurant operations strongly preferred.
• Proficiency in Microsoft Office (especially Excel).
• Strong attention to detail and accuracy.
• Must have excellent communication and organizational skills.

EEO Employer