Administrative Coordinator – Food & Beverage Department

Join the Food & Beverage team at Cheeca Lodge & Spa, a Four Diamond beachfront resort in Islamorada. We’re seeking a highly organized and proactive Administrative Coordinator to support our restaurants, bars, and banquet operations. This role plays a key part in ensuring smooth day-to-day operations by managing staff compliance, coordinating vendor services, supporting department leadership, and maintaining essential tracking and scheduling systems. Key Responsibilities ✅ Training Compliance & Documentation Maintain up-to-date records for Safe Serve and Responsible Vendor certifications for all applicable staff. Track training completion for new hires within their first 30 days. Monitor expiration dates, send reminders, and ensure readiness for audits or inspections. Uniform & Locker Program (Cintas Coordination) Manage the uniform distribution and locker allocation program with Cintas and department managers. Track uniform inventory and invoices; enforce policy of 3 uniforms per employee by job code. Limit locker access to J1/H2B employees unless otherwise authorized. Administrative Support to F&B Management Assist the F&B leadership team with administrative duties including document prep, filing, on-property errands, and support during busy shifts. Maintain a helpful and visible presence in the office during scheduled hours. Complete tasks directly and professionally, with attention to detail and follow-through. Scheduling Coordination Enter weekly team schedules into OnTrack software by the weekly deadline (typically Friday). Organize department scheduling folders on shared drives and archive appropriately. Make adjustments as needed and ensure accuracy across records. Reservation System Support (OpenTable) Complete OpenTable Academy training and maintain up-to-date knowledge of the platform. Manage reservations across outlets, optimize cover counts, and ensure clear guest notes to support great service. Other Responsibilities as Assigned Maintain accurate records of reservations, guest preferences, and event details. Process invoices, purchase orders, and assist with financial document organization. Support inventory tracking and ordering of F&B supplies. Prepare reports, spreadsheets, and presentations for departmental needs. Answer guest phone calls and inquiries with professionalism and a solutions-focused attitude. Coordinate with other departments to ensure seamless guest experiences. Assist with planning and support for events including weddings, corporate functions, and group dinners. Help manage event logistics, menu confirmations, staffing rosters, and setup coordination. Provide scheduling support and help maintain accurate timekeeping. Foster a collaborative, positive, and team-focused work environment. Qualifications Prior experience in administrative support or operations (hospitality experience preferred). Strong computer skills including Microsoft Excel and Outlook; ability to learn new systems. Excellent communication and interpersonal skills. Ability to multitask and stay organized in a fast-paced environment. Bilingual (English/Spanish or English/Creole) a plus. NO FACIAL or TONGUE PIERCINGS. NO FACIAL, HAND, or FACE/NECK TATOOS Schedule & Compensation Full-Time | Hourly | Non-Exempt Typical hours: Monday – Friday, 8:00 AM – 4:30 PM (occasional weekends/evenings based on events). Competitive hourly wage based on experience. Full-Time Benefits Include Up to 18 days of Paid Time Off (includes holidays) Employee Discounts at Northwood Hospitality Properties Up to 50% off discount at Bass Pro Shops 401(k) with employer matching Employer Paid Short-Term and Long-Term Disability Insurance AD&D Insurance Medical, Dental, and Vision Insurance Flexible Spending and Health Savings Accounts Life Insurance ? Apply today and join the Cheeca Lodge & Spa team—where your organization and hospitality skills help shape exceptional guest experiences.