Hospitality Coordinator

Company Description

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.

Following Buenos Aires and Miami Beach, Faena New York, will find its home at 500 West 18th Street, overlooking the High Line in a building designed by Bjarke Ingels Group. This latest opening will be synonymous with sophistication, glamour, breathtaking artwork, and cultural trendsetting. This opening will mark the resurgence of luxury nightlife experiences in New York with dynamic food and beverage venues and programming that will make Faena the ultimate destination for the sophisticated traveler to New York.

Job Description

The Food & Beverage Coordinator (Service Coordinator) is responsible for providing comprehensive administrative and operational support to the Food & Beverage leadership team. This role ensures the smooth operation of all back-of-house administrative tasks, including cost tracking, sales coordination for private events and in-room dining, and menu management. The F&B Coordinator serves as a liaison between sales, operations, and culinary teams, maintaining efficiency and alignment with Faena’s world-class hospitality standards.

This full-time position has an hourly rate of $36.00 per hour.

DUTIES AND RESPONSIBILITIES

• Track and analyze F&B expenses, sales trends, costs, and budget variances, preparing accurate reports for management.
• Maintain and update food, beverage, and operational sales data to support financial planning and forecasting.
• Assist with invoice reconciliation, purchase orders, vendor pricing, and cost tracking.
• Monitor purchasing discrepancies, outstanding invoices, and product cost changes, escalating concerns to leadership.
• Support monthly financial reporting and cost-control initiatives across all F&B outlets.
• Serve as the primary administrative liaison between F&B, Sales, Culinary, and other departments for buyouts, private events, and special in-room dining requests.
• Coordinate event requirements, specialty menus, pricing information, and operational details with the appropriate teams.
• Assist with event costing, sales forecasting, and profitability analysis.
• Work closely with Culinary and outlet leadership to communicate event timelines, menu changes, and special requirements.
• Track upcoming events, deadlines, and outstanding operational needs to ensure timely preparation and execution.
• Oversee the printing, cutting, assembling, organizing, and distribution of menus and other F&B collateral across all outlets.
• Maintain accurate and sufficient menu inventory such as ensuring there is enough paper, ensuring each outlet has the appropriate quantity and current version.
• Coordinate menu revisions, seasonal updates, pricing changes, and item availability with Culinary and F&B leadership.
• Ensure approved menu updates are accurately reflected across physical menus, room service materials, digital platforms inclusive of POS silverware, and the hotel website and coordination with opera.
• Conduct regular reviews of menus for accuracy, presentation, cleanliness, and brand consistency.
• Maintain organized digital files and approved templates to facilitate timely printing and replacement.
• Provide administrative support to F&B leadership, including data entry, scheduling coordination, correspondence, and document preparation.
• Maintain accurate and organized operational records, vendor contracts, product catalogs, purchasing documents, and departmental files.
• Coordinate meeting schedules, prepare agendas, document meeting notes, and track action items.
• Assist with daily operational reports, DOP submissions, and departmental documentation.
• Maintain trackers for outstanding requests, projects, and operational deadlines.
• Facilitate communication between F&B outlets and supporting departments to ensure requests are addressed promptly.
• Support the organization and maintenance of health, safety, sanitation, and operational compliance documentation.
• Assist with tracking required training sessions, attendance records, certifications, and COP acknowledgments.
• Ensure operational checklists, logs, and required documentation are properly organized and accessible for audits.
• Assist F&B leadership with audit preparation and follow-up on administrative compliance requirements inclusive of attending CEO meetings and taking notes.
• Identify missing or outdated records and communicate discrepancies to the appropriate managers.
• Prioritize daily administrative and operational requests based on urgency and business needs.
• Maintain consistent communication with F&B leadership regarding outstanding tasks and project updates.
• Follow through on assigned responsibilities, ensuring completion within established deadlines.
• Proactively identify administrative gaps, opportunities for improved organization, and ways to streamline departmental processes.
• Maintain confidentiality, professionalism, accuracy, and attention to detail in all departmental matters.

Qualifications

• Minimum 2-3 years of experience in an administrative or coordination role within hospitality, food & beverage, or event sales.
• Proficiency in cost tracking, data entry, and financial reporting
• Familiarity with POS, inventory, and reservation systems (such as SevenRooms, OpenTable, MICROS)
• Ability to multitask and manage multiple projects in a fast-paced environment
• Strong communication skills to liaise effectively between departments
• Fluent in English; additional languages a plus
• Availability to work flexible hours, including evenings and weekends as needed
• Ability to effectively communicate across multiple teams and departments
• Knowledge of hospitality operations, menu costing, and event sales procedures.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Endure various physical movements throughout the work areas
• Ability to move safely in uneven terrain or in confined spaces
• Remain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift
• Medium Work: Exerting up to 40 pounds of force occasionally, and/or 20 pounds of force frequently, and/or up to 10 pounds of constantly moving objects, may occasionally lift and/or move up to 25 pounds

Additional Information

All your information will be kept confidential according to EEO guidelines.