Job Description

Grow with us...

Life at Starwood Hotels is based on a simple idea: the world is beautiful and we want to keep it that way. But we can’t do it alone. That’s why hiring thoughtful and inspiring Team Members and Leaders who understand that our people, collaboration, stellar service, and respect for nature are so important to us.

The F&B AdminAssistantprovides vital administrative support to the Director of Food & Beverage of Operations and the Food & Beverage team while also coordinating marketing efforts to promote F&B outlets, events, and services. This role ensures efficient communication between departments, supports daily operational needs, andassistsin executing marketing strategies to enhance brand visibility and revenue.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Administrative Support:

• Admin to DFBO (appointment setting, general admin needs)

• Provide daily administrative support to the F&B Management team.

• Maintain organized filing systems, meeting minutes, reports, and correspondence.

• Prepare purchase requests, track inventory orders, and monitor delivery timelines.

• Assistin scheduling staff meetings, training sessions, and team communications.

• Coordinate with suppliers and service providers for procurement and maintenanceneed

• Assistwith dining reservations/ special requests

• Birchstreet

• Validating andsubmittinginvoices for service contracts (ex: outlet plants, music, F&B software, licenses & subscriptions, permits, taskforce service week invoices, consultants, reservation & support services)

• Contracts: negotiating, writing & signing

• Vendor onboarding

• Monthly divisional accruals

• Technology requests for leaders (permanent & taskforce)

• Room reservations and airport transfers for F&B team members (permanent & taskforce)

• Oversee and support DFBO and F&B Team,Birchstreet,Sevenrooms, Canva, Single Platform, HMS,ZenDesk, printing

• Respond toGuestSurvey.

• Additionalduties asassigned (additionaltasks should be considered minor and aligned with the overall job function)

Communication & Coordination

• Serve as a liaison between F&B leadership, outlet teams, culinary, events, purchasing, and other departments

• Communicate operational updates, service changes, and special event details to relevant teams

• Coordinate logistics for banquets, pool activations, VIP events, and special programming as needed

• Support onboarding coordination for new F&B team members

Events, Menus & Programming Support

• Assist with planning and execution of F&B-related events, activations, and promotions

• Coordinate menu updates, printing, digital uploads, and brand compliance reviews

• Track timelines and deliverables for seasonal launches and special initiatives

Financial & Inventory Support

• Assist with invoice tracking, purchase orders, and vendor documentation

• Support inventory tracking, PAR level updates, and cost control initiatives

• Compile basic financial and operational reports for leadership review

• Inventory & Ordering: Monitoring and ordering par stock levels for office supplies.

Guest Experience & Brand Standards

• Support service recovery efforts by tracking guest feedback and follow-up actions

• Ensure alignment with brand standards, health regulations, and internal policies

• Assist with audits, inspections, and compliance documentation as required

• Guest Interaction: Managing restaurant reservations, drafting responses to guest feedback, and handling general inquiries via phone or email. 

REPORTING RELATIONSHIPS

Reports to theDirector of Operations Food & Beverage

QUALIFICATIONS & SKILLS

REQUIRED

• Strong administrative, organization, and technical skills.

• Must be detail oriented andaccurate

• Ability to manage multiple priorities, goalorientedand mustmeet deadlines.

• Strong interpersonalskillsand guest serviceorientedwith a sincere,friendlyand helpful personality.

• Willing to “pitch-in” andassistcolleagues with their job duties and be a team player.

• Professional & appropriate business appearance and demeanor aligned with the 1 Hotel brand and culture.

• Excellent verbal and written communication skills.

• Flexibility to meet the demands of a 24-hour operationandworkavaryingschedule to reflect business needs of the hotel.

• Technicallysavvy and proficient with MS Office Applications, specifically Outlook,Word,Exceland PowerPoint

• This role willsiton-site.

PREFERRED

• Prior experience in a quality luxury hotel or similar industry

• Knowledge of hotel structure and interaction between departments

• Prior experience with HMS
  

Starwood Hotels is an Equal Opportunity Employer. We believe in a diverse, sustainable workforce with an empowered, inclusive culture. We are committed tonon-discrimination on any protected basis covered under applicable law. If you require any special accommodation, please visit People Operations.

About us...

As a mission-driven company, our purpose is our true north, and our compass guides the way. The purpose we live by impacts the lives of our team members, drives the experiences for our guests, builds community with like-minded travelers and takes care of the planet we live in. Founded in 2006 by Barry Sternlicht, Starwood Hotels is a luxury hotel brand management company and affiliate of global private investment firm Starwood Capital Group.

$31.00 Per Hour

Starwood Hotels is an Equal Opportunity Employer. We believe in a diverse, sustainable workforce with an empowered, inclusive culture. We are committed to non-discrimination on any protected basis covered under applicable law. If you require any special accommodations, please visit People Operations.