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Key Responsibilities and Required Skills for F&B Coordinator

💰 $45,000 - $65,000

HospitalityFood & BeverageAdministrationCoordinationHotel Operations

🎯 Role Definition

The Food & Beverage (F&B) Coordinator is the organizational backbone of the F&B division, acting as the central hub for communication, administration, and operational support. This individual works closely with the Director of F&B, Executive Chef, and outlet managers to ensure all departmental activities are seamlessly executed. You will be instrumental in managing administrative tasks, coordinating with suppliers, maintaining records, and assisting with event execution. The ideal candidate is a master of multitasking with a passion for the hospitality industry, capable of anticipating needs and solving problems in a fast-paced, guest-focused environment. This position is a critical link between leadership, frontline staff, and other hotel departments, ensuring flawless information flow and operational excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

  • F&B or Banquet Server
  • Restaurant Host/Hostess
  • Administrative Assistant (Hospitality)
  • Culinary Apprentice

Advancement To:

  • F&B Supervisor
  • Assistant F&B Manager
  • Banquet Captain or Manager
  • Event Coordinator

Lateral Moves:

  • Sales Coordinator
  • Front Office Supervisor
  • Guest Relations Officer

Core Responsibilities

Primary Functions

  • Act as the primary point of administrative contact and support for the Director of Food & Beverage and other department managers, managing calendars, scheduling meetings, and handling correspondence.
  • Process and track all departmental purchase orders, invoices, and expense reports, ensuring accuracy, timely payment, and adherence to budgetary guidelines.
  • Liaise directly with vendors and suppliers to place food, beverage, and supply orders, track delivery schedules, and meticulously resolve any shipment discrepancies.
  • Serve as the central communication link between the F&B department and other key hotel departments, including Sales, Banquets, Kitchen, Engineering, and Finance, to ensure streamlined operations.
  • Prepare, format, and distribute daily, weekly, and monthly operational and financial reports, covering sales analysis, labor costs, inventory levels, and guest feedback summaries.
  • Assist in monitoring and controlling inventory levels for all F&B outlets, conducting regular spot-checks and helping to manage par stocks for beverages, paper goods, and other supplies.
  • Manage the administration of the Point of Sale (POS) system, including updating menus, programming price changes, adding new items, and managing staff access permissions.
  • Coordinate the administrative aspects of planning and executing special events, private dining, and banquets, including creating event orders and communicating details to relevant teams.
  • Handle reservation management for restaurants and special events, utilizing reservation platforms like OpenTable or Resy to optimize seating and manage guest inquiries.
  • Maintain and organize all departmental files, both digital and physical, including vendor contracts, employee records, health and safety documentation, and Standard Operating Procedures (SOPs).
  • Collaborate with the culinary and marketing teams to develop, proofread, and format menus, ensuring they are accurate, well-designed, and printed for all outlets in a timely manner.
  • Provide payroll support for the F&B department by tracking employee hours, verifying tip-outs, processing service charge distributions, and correcting timekeeping errors.
  • Address basic guest inquiries and concerns professionally and efficiently, escalating more complex issues to F&B management for resolution while ensuring guest satisfaction.
  • Manage incoming calls, emails, and general inquiries for the F&B office, providing prompt and courteous responses or directing them to the appropriate manager.
  • Coordinate and schedule departmental meetings, prepare comprehensive agendas, take detailed minutes, and distribute follow-up action items to ensure accountability.

Secondary Functions

  • Support the onboarding process for new F&B team members by preparing orientation packets, scheduling training sessions, and coordinating uniform fittings.
  • Assist in monitoring guest feedback channels, including online reviews (TripAdvisor, Google) and internal surveys, compiling data for management to identify trends and areas for improvement.
  • Contribute to the creation of marketing collateral for F&B promotions, such as flyers, social media content, and email blasts, in collaboration with the Marketing department.
  • Ensure all departmental communication boards and employee areas are kept up-to-date with current information, memos, and announcements.
  • Participate in and support staff training initiatives by coordinating logistics, tracking attendance, and maintaining records of completed certifications (e.g., ServSafe, TIPS).
  • Conduct regular audits of operational supplies, first aid kits, and safety equipment to ensure compliance and readiness.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in the full Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Extensive experience with hospitality Point of Sale (POS) systems (e.g., Micros, Aloha, Toast, Squirrel).
  • Familiarity with procurement and inventory management software (e.g., BirchStreet, Adaco, MarketMan).
  • Experience using restaurant reservation systems and software (e.g., OpenTable, Resy, SevenRooms).
  • Solid understanding of basic accounting principles, including invoice processing, P&L statements, and food/beverage cost control.
  • Knowledge of state and local health, safety, and sanitation regulations (ServSafe certification is a strong plus).

Soft Skills

  • Exceptional organizational and time-management skills with a proven ability to manage multiple priorities in a dynamic environment.
  • Superior verbal and written communication skills, with the ability to interact professionally with staff, management, guests, and vendors.
  • Impeccable attention to detail and a commitment to accuracy in all tasks, from data entry to menu proofreading.
  • Proactive problem-solving mindset with the ability to anticipate needs and resolve challenges independently.
  • Strong interpersonal skills and a collaborative, team-player attitude.
  • Outstanding customer service focus and a genuine passion for hospitality.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Hospitality Management
  • Business Administration
  • Culinary Arts
  • Event Management

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in an administrative or coordination role, preferably within the hospitality, restaurant, or event industry.

Preferred:

  • Prior experience working in a high-volume hotel, resort, or conference center environment.
  • Direct experience within a Food & Beverage department is highly desirable.
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