F&B and Events Coordinator

Reporting to the Sales, Marketing, and Media Manager, the Food & Beverage (F&B) and Events Coordinator is responsible for supporting the seamless delivery of food and beverage services across various hotel functions, including room service, mini-bar operations, event catering, and small meetings. The role involves coordinating with internal teams and external vendors to ensure high standards of service, while supporting both operational efficiency and marketing/sales objectives. The F&B and Events Coordinator reports directly to the Operations Manager for operational oversight and to the Marketing & Sales Manager for event promotions and customer engagement.

Duties and Responsibilities:

1. Partnership Management:

· Coordinate with Restaurant Partner: Assist in maintaining strong working relationships with the restaurant partner, ensuring smooth operations related to service standards, menu offerings, and event coordination.

· Vendor and Supplier Relations: Support the Sales, Marketing, and Media Manager in managing relationships with external vendors for events, ensuring timey delivery and service quality, in coordination with Purchasing Officer.

2. Event and Function Management:

· Menu Planning: Collaborate with the Operations and Sales, Marketing & Media teams to support menu updates for events and meetings, ensuring that offerings meet both guest expectations and operational standards. Prepares menu plan for employees and coordinate with the restaurant.

· Event Coordination: Assist in the planning and execution of small events (up to 70 pax). Coordinate logistics with the restaurant partner, vendors, and internal teams to ensure smooth operations during event set-ups and breakdowns.

· Function Area Support: Reserve function room and training room and ensure that such are well-prepared, working with relevant teams to handle seating arrangements, catering requirements, and event setups, and ensure that all equipment and materials are brought back to order

3. Room Service:

· Room Service Delivery: Support the Operations Manager in ensuring timely and efficient delivery of room service orders, maintaining guest satisfaction at all times.

· Room Service Menu Support: Assist with updating room service menus based on guest preferences, seasonal items, and available offerings.

4. Inventory Management:

· Stock Management: Assist in maintaining accurate inventory of all food and beverage supplies, both for room service and events. Work closely with the Operations Manager to manage stock levels and anticipate demand.

· Ordering and Replenishment: Place orders for food and beverage items, ensuring timely delivery and avoiding stockouts. Coordinate with suppliers to manage supply chain requirements.

· Inventory Audits and Control: Support the Operations Manager in conducting regular inventory audits to monitor stock levels, prevent loss, and reduce wastage.

5. Operational Efficiency and Training:

· Quality Assurance: Assist in maintaining the quality of food and beverage services, ensuring that they meet both guest expectations and hotel standards. Perform regular checks and report any discrepancies to the Operations Manager.

· Training and Supervision: Support the training and development of staff involved in food service and event functions, ensuring that staff follow the proper procedures and protocols as dictated by the Operations Manager.

6. Guest Interaction and Feedback:

· Guest Satisfaction: Engage with guests to gather feedback on food and beverage services, address concerns or complaints, and escalate issues to the Operations Manager as needed.

· Personalized Service: Help to provide customized services for guests, such as dietary accommodations, with input from both the Operations and Sales, Marketing & Media teams.

7. Administrative Responsibilities:

· Budget and Expense Management: Support the Operations Manager in maintaining budgets related to food and beverage services, tracking costs, and ensuring that expenditures align with planned budgets.

· Reporting: Assist with preparing regular reports on food and beverage performance, guest feedback, sales, and operational efficiency for the Operations Manager and Sales, Marketing & Media Manager.

8. Marketing and Promotions:

· Promotional Activities: Work with the Sales, Marketing & Media Manager to help create and implement promotional activities, such as special events, room service offers, and mini-bar deals. Assist in preparing marketing materials and online content.

· Event Promotion Support: Support the Sales, Marketing & Media team in promoting events through various channels, including social media, hotel newsletters, and client communications. Ensure that all promotional content is accurate and up to date.

9. Banquet Sales Coordination:

· Sales Collaboration: Assist the Sales, Marketing & Media Manager in supporting the development of banquet packages, ensuring that food and beverage services align with the marketing and sales strategy for events and corporate clients.

· Contract Coordination: Help ensure that the details of food and beverage services for banquets and events align with the contracts, collaborating closely with the Sales, Marketing & Media team for accurate service execution.

10. Crisis Management and Problem Resolution:

· Operational Troubleshooting: Assist in resolving any operational issues that arise, including last-minute changes in event schedules, service disruptions, or inventory shortages.

· Crisis Support: In coordination with both the Operations and Sales, Marketing & Media teams, support the resolution of issues that affect guest satisfaction or the success of events.

11. Technology Proficiency:

· Familiarity with hospitality technology and software solutions for efficient operations

Qualifications:

• Bachelor's degree in Hospitality Management, Event Planning, or a related field (preferred).

• Minimum of 2 years of experience in event planning or food and beverage service, preferably in a hotel setting.

• Strong organizational, communication, and interpersonal skills.

• Ability to work effectively under pressure and manage multiple priorities.

• Proficiency in Microsoft Office Suite and event planning software

• Ability to work a flexible schedule, including evenings and weekends.

• Experience with banquet event order (BEO) preparation and management.

• Knowledge of food and beverage cost control principles.

• Experience with customer relationship management (CRM) software, preferred

• Resident of Baguio-Benguet or nearby provinces, preferred.