F&B Operations Coordinator

Overview:

The F&B Coordinator supports the outlet managers and venue leadership teams in the smooth, efficient, and organized operation of all Food & Beverage outlets. This role serves as the central communication hub of the department—ensuring administrative excellence, managing systems, and supporting the delivery of refined, seamless guest experiences.

Key Responsibilities:

Administrative & Operational Support

• Provide comprehensive administrative support to outlet managers and venue leadership teams.
• Perform departmental communications (events, overall F&B communications)
• Maintain and update department SOPs, menus, entertainment schedules.
• Assist with onboarding processes, documentation, and communication for new F&B talent.
• Manage graphic layouts of weekly and monthly F&B menus and in-house collaterals.

Reservation Systems & Digital Presence

• Oversee and maintain all F&B reservation platforms, including OpenTable and TheFork – for all the outlets Anima – Punch Room – Jade – The Roof 
• Daily calling back the reservation of all outlets to confirm the presence of the guests
• Manage daily the Hostess email – replying to the guest within 24 hours, in case of day off making sure the email will be checked from the Managers in charge of the day to avoid business loss
• Ensure all outlet information, operating hours, menus, and events/activations are accurately uploaded and kept current, communication to all the departments is UpToDate.
• Monitor reservation flow, pacing, and table allocation to support outlet operations.
• Ensure all guest online reviews on these platforms are responded to in a timely, brand-aligned manner.

Hostess & Guest-Facing Responsibilities

• Warmly welcome guests and act as a brand ambassador in all interactions.
• Manage reservations, walk-ins, and seating plans to optimize guest flow and outlet efficiency.
• Coordinate with the service team and outlet managers to ensure seamless table management and guest satisfaction.
• Support VIP recognition and escort VIP guests to their tables when required.
• Maintain an organized and refined host stand, including menus, reservation notes, and communication logs.
• Communicate internally and to the GM about all VIPs, Journalists coming to the outlets in advance
• Check daily bill folders – menu condition, and change when needed 

Guest Experience, Service Excellence & Recovery

• Support Guest Relations tasks for F&B, including managing VIP information, special requests, and pre-arrival coordination.
• Monitor guest feedback platforms (Medallia, social channels, Google, TheFork, OpenTable) and compile actionable insights for outlet managers.
• Makes an input of all the negative cases to GXP with service recovery followup

Events, Entertainment & Programming

• Assist in coordinating internal and external events, special menus, collaborations, and seasonal activations.
• Manage communications between F&B, Events, Culinary, Marketing, and other departments to ensure flawless execution.
• Support administrative aspects of private dining and group reservations when required
• Maintain the internal event calendar with accurate and up-to-date information, including dates and times for all the venues.

Details: Digital Platform & Online Reputation Management

1. Oversee and update content on digital F&B platforms, including:
   1. OpenTable
   2. The Fork
2. Respond promptly and professionally to guest reviews and comments on:
   1. Google
   2. TripAdvisor
   3. Reservation platforms and apps
3. Collaborate with the Marketing team to ensure a consistent voice and messaging across all channels.
4. Ensure all communications on digital platforms and The Rome EDITION website are always updated with correct details and schedule.

Others:

• Coordinate event guest lists in collaboration with the hostess team.
• Revise and update weekly elevator flyers and internal promotional materials.
• Maintain the internal event calendar with accurate and up-to-date information, including dates and times.
• Draft emails and internal communications to inform hotel staff about F&B activities
• Upload and organize F&B content in the designated folders on the shared drive

PREFERRED QUALIFICATIONS

Education: High school diploma or G.E.D. equivalent.

Related Work Experience: No related work experience. Previous experience in a food and beverage environment preferred. Knowledge of InDesign is preferrable.

Supervisory Experience: No supervisory experience.

License or Certification: None