Food & Beverage Operations Coordinator

Davidson Hospitality Group; Miami (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical Coverage

Dental & Vision Coverage

24/7 Teledoc service

Free Maintenance Medications

Pet Insurance

Hotel Discounts

Tuition Reimbursement

Paid Time Off (vacation, sick, bereav/

Holidays

401K Match

Job summary

Cadillac Hotel & Beach Club, part of Davidson Hospitality Group, in Mid-Beach, Miami Beach, seeks a Food & Beverage Coordinator to drive seamless dining operations. You will support event planning, menu creation, inventory management, and guest relations with high energy and organizational excellence.

Your role spans coordinating invoices, budgets, and communications across culinary and service teams while upholding health and safety standards to ensure memorable guest experiences at our

Qualifications

• Previous administrative or coordinator experience, preferably within a hotel, restaurant, or hospitality environment.
• Experience with invoice processing, accounts payable coordination, or financial administration strongly preferred.
• Strong proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
• Ability to organize and interpret basic financial information, invoices, expense reports, and purchasing documentation.
• Familiarity with hotel financial reporting systems, POS systems, or workforce management applications is an advantage.

Responsibilities

• Receive, review, organize, and process Food & Beverage invoices, ensuring proper documentation, coding, and timely submission to Accounting.
• Verify invoices against purchase orders, delivery receipts, and vendor statements to identify discrepancies.
• Maintain an organized tracking system for outstanding invoices, pending approvals, credits, and vendor payments.
• Assist the Director of Food & Beverage with preparing monthly expense accruals for goods and services received but not yet invoiced.
• Identify and prepare supporting documentation for expense reclassifications between departments, outlets, and general ledger accounts.
• Coordinate with Accounting to ensure accurate allocation of Food & Beverage expenses across all outlets.
• Assist in reviewing monthly departmental profit and loss statements, identifying discrepancies, missing expenses, and potential accounting adjustments.
• Maintain detailed records of departmental expenses, purchases, credits, and financial adjustments.
• Support month-end closing activities and ensure financial documentation is submitted within established deadlines.
• Assist with tracking expenses against approved budgets and forecasts.
• Assist the Director of Food & Beverage with organizing and submitting departmental purchasing requests through the Purchasing Department.
• Maintain records of departmental purchases, invoices, and related documentation.
• Follow up with Purchasing on outstanding departmental requests when necessary.
• Assist with documentation and administrative coordination related to approved purchases.
• Provide daily administrative assistance to the Director of Food & Beverage, including correspondence, document preparation, scheduling, and follow-up on departmental priorities.
• Manage departmental calendars, coordinate meetings, prepare agendas, and maintain meeting notes and action-item trackers.
• Draft professional emails, memorandums, reports, and internal communications as directed.
• Maintain organized electronic and physical filing systems for departmental records, contracts, invoices, reports, and operational documents.
• Coordinate communication between Food & Beverage management and other hotel departments.
• Follow up on outstanding assignments, approvals, and requests to ensure timely completion.
• Assist with preparing presentations, management reports, and documentation for executive leadership, corporate teams, and ownership meetings.
• Maintain confidentiality when handling financial, personnel, and departmental information.
• Assist the Director of Food & Beverage with collecting and organizing financial and operational information required for weekly and monthly reporting.
• Compile revenue, expense, labor, and productivity information from approved departmental reporting systems.
• Support the preparation of monthly forecasts, annual budgets, and financial performance reviews.
• Maintain and update Excel tracking documents, financial schedules, and departmental reporting templates.
• Assist in tracking departmental spending, purchase commitments, and budget variances.
• Coordinate the collection of information from outlet managers and culinary leadership for management reports.
• Prepare supporting schedules and documentation for financial reviews and ownership reporting.
• Assist in monitoring financial deadlines and ensuring timely submission of required information.
• Coordinate the preparation, printing, distribution, and updating of menus, beverage lists, promotional materials, and operational documents.
• Maintain departmental inventories of office supplies, printed materials, and administrative resources.
• Assist with coordinating departmental projects, special events, seasonal promotions, and new operational initiatives.
• Support the organization and tracking departmental standard operating procedures, training materials, and operational checklists.
• Coordinate with managers to obtain required operational updates, documentation, and project status reports.
• Maintain organized records of departmental initiatives, project deadlines, and assigned responsibilities.
• Assist with collecting and organizing departmental schedules, labor reports, and payroll-related documentation.
• Support the Director of Food & Beverage with compiling actual versus scheduled labor information and identifying items requiring management review.
• Coordinate with Human Resources and Payroll regarding administrative inquiries and required documentation.
• Support departmental management with scheduling meetings, training sessions, and employee communications.
• Maintain an updated tracker of Food & Beverage projects, deadlines, pending approvals, and assigned responsibilities.
• Coordinate administrative follow-up with internal departments on menu development, uniforms, operational supplies, and departmental improvements.
• Assist in organizing budgets and supporting documentation for capital expenditure requests.
• Track progress on departmental initiatives and communicate outstanding items to the Director of Food & Beverage.
• Support the administrative coordination of outlet openings, renovations, and operational transitions.
• Ensure documentation is properly maintained and accessible for management review.

Skills

Organizational skills

Communication skills

Customer service mindset

Team coordination

Tools

Microsoft Excel

Microsoft Word

PowerPoint

POS systems

Job description

Cadillac Hotel & Beach Club, part of Davidson Hospitality Group, in Mid-Beach, Miami Beach, seeks a Food & Beverage Coordinator to drive seamless dining operations. You will support event planning, menu creation, inventory management, and guest relations with high energy and organizational excellence.

Your role spans coordinating invoices, budgets, and communications across culinary and service teams while upholding health and safety standards to ensure memorable guest experiences at our