The F&B Admin Assistant provides 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, and assists in 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. Assist in scheduling staff meetings, training sessions, and team communications. Coordinate with suppliers and service providers for procurement and maintenance need Assist with dining reservations/ special requests Birchstreet: Validating and submitting invoices 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, Zen. Desk, printing Respond to Guest Survey. Additional duties as assigned (additional tasks 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 the Director of Operations Food & Beverage QUALIFICATIONS & SKILLS REQUIRED: Strong administrative, organization, and technical skills. Must be detail oriented and accurate Ability to manage multiple priorities, goal oriented and must meet deadlines. Strong interpersonal skills and guest service oriented with a sincere, friendly and helpful personality. Willing to “pitch-in” and assist colleagues 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 operation and work a varying schedule to reflect business needs of the hotel. Technically savvy and proficient with MS Office Applications, specifically Outlook, Word, Excel and PowerPoint. This role will sit on-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 to non-discrimination on any protected basis covered under applicable law. If you require any special accommodation, please visit People Operations.