Job Description

Position Summary

The Food & Beverage Coordinator provides essential administrative, financial, and operational support to the Food & Beverage leadership team across multiple luxury dining outlets and event operations at Paws Up Montana. Acting as a central administrative point of contact, this role ensures operational efficiency, fiscal tracking, invoice reconciliation, and seamless communication between front-of-house, back-of-house, and resort administration. By maintaining meticulous data accuracy, coordinating departmental logistics, and upholding premier luxury service standards, the Food & Beverage Coordinator plays a key role in driving property-wide culinary success.

Key Responsibilities

• Financial & Administrative Operations: Submit and reconcile vendor invoices accurately and in a timely manner; assist with operational/financial reporting, purchasing support, FOH/BOH inventory tracking, and data entry.
• Procurement & Maintenance Tracking: Support ordering processes for restaurant outlets, submit Facilities work orders, and actively track maintenance/repair issues for kitchen and dining equipment through to resolution.
• Meeting Logistics & Documentation: Attend daily and weekly F&B leadership, event, and operational meetings; prepare agendas, handle room setups, and record detailed supportive notes for distribution.
• Correspondence & Document Management: Draft, edit, and format operational materials, reports, and administrative documentation while responding promptly and professionally to digital and internal correspondence.
• Data Systems & Payroll Support: Input, update, and maintain accurate information across departmental spreadsheets and databases while assisting leadership with payroll-related administrative tasks.
• Service Support & Luxury Standards: Support personnel management documentation as directed and occasionally assist with restaurant dining service during high-volume periods while maintaining Paws Up Montana luxury standards.
• Ad-Hoc Duties: Perform additional duties as assigned by the General Manager of Food & Beverage.

Qualifications

• Experience: 1–3 years of administrative, operational coordination, or hospitality experience, preferably within a luxury resort, restaurant group, or hotel food and beverage department.
• Specialized Knowledge: Familiarity with food and beverage purchasing workflows, invoice reconciliation, inventory management, and world-class hospitality service expectations.
• Core Skills: Strong organizational, time-management, and written/verbal communication skills; high detail orientation, discretion, and ability to handle competing priorities under pressure.
• Technical Proficiency: High proficiency in Microsoft Office Suite (Excel, Word, Outlook), spreadsheet management, database navigation, and property management/POS software.
• Work Style: Adaptable, highly collaborative team player with a proactive approach to problem-solving and maintaining a clean, professional presentation.
• Licensing/Certification: Valid State Driver’s License (with at least two years of driving experience).

Physical Requirements

• Mobility & Stamina: Ability to frequently sit for office administration, as well as stand, walk, and navigate food and beverage outlets across the property during operational support.
• Scheduling: Ability to work a flexible schedule, including occasional evenings, weekends, or holidays to support operational deadlines and event volume.
• Lifting & Handling: Ability to occasionally lift, carry, push, or pull administrative files, office supplies, and food & beverage operational items weighing up to 25–30 lbs.

This job description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Management may assign or reassign duties and responsibilities to this job at any time.

Paws Up Montana provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.