Food & Beverage Administrative Coordinato

Grand Pacific Resorts; Carlsbad (CA); On-site; USD 34,440 - 38,572; Full time

Job summary

Grand Pacific Resorts in Carlsbad, CA is seeking an administrative coordinator to support the Food & Beverage department. The role includes maintaining filing systems, managing schedules, and tracking payroll. Candidates should have strong organization skills and experience in hospitality.

This position requires a valid food handler's card and at least one year of administrative experience. Flexibility in scheduling, with potential evening and weekend shifts, is necessary.

Qualifications

• Minimum 1 year of administrative experience preferred.
• Food & Beverage and/or hospitality experience strongly preferred.
• Must have a valid food handler’s card.

Responsibilities

• Provide administrative support to the Food & Beverage Director and managers.
• Maintain filing systems and internal documents.
• Perform administrative duties like composing correspondence.
• Track daily payroll and audit time attendance.
• Assist with hiring and onboarding processes.

Skills

Effective communication

Microsoft Office proficiency

Project management

Organizational skills

Confidentiality

Education

High school or equivalent

Tools

Microsoft Excel

Microsoft Word

POS systems

Job description

Job Details

Job Location: Grand Pacific Hotel Services LP - Carlsbad, CA 92008

Position Type: Full Time

Salary Range: $25.00 - $28.00 Hourly

Job Shift: Varied

Position Purpose

The main focus of this role is to provide administrative support to the Director of Food & Beverage, all Chefs, all HOH and FOH managers/supervisors, and the Food & Beverage HOH/FOH Outlets team.

Essential Functions

• Assist Director with various day-to-day operational needs.
• Maintain filing systems and ensure internal documents are forwarded to appropriate personnel (e.g., employment information, performance evaluations, payroll updates, etc.).
• Perform administrative duties such as composing correspondence, ordering supplies, photocopying and collating documents for distribution, mailing and filing, directing phone inquiries to the appropriate personnel, setting appointments and managing departmental calendars.
• Organize and file menus, recipe sheets and station production sheets to keep them current and correct.
• Organize Banquet Event Orders to be posted and updated for all F&B teams.
• Process banquet checks.
• Track daily payroll and provide essential reports to the Leadership team.
• Monitor and audit time and attendance of F&B associates, including third‑party labor and meal/rest period compliance.
• Assist and coordinate with leadership teams to distribute and update schedules for the F&B Department.
• Attend regular F&B meetings, record minutes and actions for distribution, and attend all resume weekly meetings.
• Assist other areas of the F&B Department, including inventory/purchasing/distribution, payroll, AP invoice approval, and communicating menu changes.
• Assist in maintaining systems, including updating POS with menu and price changes, special employee training, and loading menus into the system.
• Assist department leaders in completing other projects and administrative duties as required.
• Assist with site visits: ensure BOH alleys at both locations remain clean, organized, and presentable.
• Assist with hiring efforts: resume screening and scheduling interviews.
• Act as point of contact for contract labor vendors and new vendors: set up and approval process.
• Collect and distribute payroll checks to team members.
• Lead brand initiatives, including Marriott Global Food Safety Standards compliance.

Supportive Functions

• Professionally represent the resort in community and industry organizations and events.
• Participate as a team player with all departments.
• Assist with reports and/or competition data collection.

Job Knowledge, Skills, and Abilities

• Effective and efficient verbal, written, and electronic communication.
• Ability to collaborate with a wide array of individuals cohesively and remain professional, calm, and courteous at all times.
• Strong Microsoft Office experience with Excel, Word, Outlook, PowerPoint.
• Professional demeanor and ability to relate easily to a wide range of stakeholders.
• Strong organizational, project management, multi‑tasking, and time‑management skills; ability to balance multiple projects seamlessly while adhering to stringent deadlines.
• Highly responsible and able to handle confidential information with the utmost discretion.
• High attention to detail and accuracy.
• Resourceful and proactive.
• Flexible with scheduling, including evenings and weekends as required.
• Working knowledge of Micros and ISAC preferred.

Physical Demands

• Must be able to work in extreme temperatures like freezers (-10°F) and kitchens (+110°F) for up to one hour or more.
• Must be able to stand and exert well‑paced mobility for up to 4 hours in length.
• Must be able to sit at a desk for up to 8 hours per day.
• Walking and standing are required some of the working day; may include traveling to and from meetings.
• Must be able to reach other departments of the resort on a timely basis.
• Must be able to lift up to 15 lbs.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Must have finger dexterity to operate office equipment such as computers, printers, 10‑key adding machine, multi‑line touch‑tone phone, filing cabinets, fax machines, photocopiers, dolly and other office equipment as needed.

Qualifications

• High school or equivalent education required.
• Minimum 1 year of administrative/coordinator/sales experience preferred.
• Food & Beverage and/or hospitality experience strongly preferred.
• Must have a valid food handler’s card.

Attendance & Working Hours

Regular attendance in conformance with the standards, which may be established by The Westin/Solea Carlsbad Resort & Spa from time to time, is essential to the successful performance of this position. Employees with irregular attendance or tardies will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. Attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees must fully comply with The Westin/Solea Carlsbad Resort & Spa rules and regulations. Violations will be subject to disciplinary action, up to and including termination of employment.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.