Food and Beverage Administrative Coordinator

Philadelphia is where American independence first took root—a bold, vibrant spirit that still defines the city today. At the center of it all is Logan Square, home to the Logan Hotel, a destination that blends lively urban energy with curated luxury.

With its striking art collection, refined service, and bespoke experiences tailored to every guest, the Logan Hotel offers an unparalleled journey into elegance and sophistication.

Our associates play a vital role in bringing this experience to life. They anticipate guest needs, create personalized moments, and support one another to deliver exceptional hospitality every day.

If you have a passion for hospitality, a mindset driven by service, and a desire to make a difference in the lives of others, The Logan Hotel may be the perfect place for you.

 

The Food and Beverage Administrative Coordinator provides administrative and operational support to F&B leadership, the Sales and Marketing Manager, and outlet managers. This hourly position assists with payroll and tip sheet preparation, reporting, correspondence, menu production, events, and departmental projects. The coordinator maintains accurate records, handles sensitive information confidentially, and helps the team meet deadlines while providing warm, professional service.

TITLE: Food and Beverage Administrative Coordinator

DEPARTMENT: Food and Beverage

REPORTS TO: Food and Beverage Leadership

POSITION STATUS: Hourly

 

Customer Service Focus

Support a culture that makes the ordinary extraordinary by communicating promptly and professionally with guests, associates, and business partners and helping the team deliver thoughtful, consistent hospitality.

Essential Duties and Responsibilities

Payroll and Tip Sheet Support

· Gather and review time punches, time notes, schedules, and supporting records for completeness; identify missing information or discrepancies and follow up with managers and associates.

· Assist with preparing payroll information, including overtime, paid time off, holiday, sick, bereavement, and other pay adjustments; route questions and corrections to the appropriate manager or payroll representative.

· Compile and reconcile tip sheets, tip pool and gratuity allocation records against applicable reports and approved procedures; flag discrepancies for management review before submission.

· Maintain organized, confidential payroll and tip documentation and assist with meeting payroll deadlines.

· Assist managers with collecting information related to scheduling or timekeeping requirements, including Philadelphia Fair Workweek requirements, and refer questions to management or Human Resources.

Sales Marketing and Events Support

· Assist the Sales and Marketing Manager with guest and client email correspondence, inquiries, follow-up, and organization of leads, using approved information and escalating pricing, contracts, and commitments for management approval.

· Maintain event calendars and files; prepare and organize event materials, BEO packets, menus, and related documents, and communicate updates to the appropriate managers.

· Assist with the coordination and execution of private dining, promotions, special events, and other activities as directed.

· Support marketing projects, promotional materials, and social media content and scheduling in accordance with brand guidelines and manager approval.

F&B Administrative and Operational Support

· Prepare, proofread, print, and organize menus, inserts, signage, training materials, and other documents; confirm current pricing and content with the responsible manager.

· Support F&B managers with email correspondence, guest follow-up, scheduling of meetings, recordkeeping, and other administrative tasks.

· Compile and organize sales, labor, attendance, inventory, and other operational reports; assist managers with basic calculations, spreadsheets, and tracking.

· Coordinate assigned projects, track deadlines and outstanding items, and communicate progress or obstacles to the appropriate manager.

· Participate in meetings and assist with other departmental duties as assigned.

Supervisory Duties

None. This position supports managers and does not independently supervise associates or approve payroll, tip allocations, contracts, or other management decisions.

Position Qualifications

Education and Experience

· High school diploma or equivalent.

· One to two years of administrative, hospitality, payroll, sales support, or related experience preferred.

Knowledge and Skills

· Strong organization, accuracy, follow-through, and ability to manage competing deadlines.

· Professional written and verbal communication and a warm, service-oriented approach.

· Proficiency with Microsoft Office, including Excel, Word, and Outlook; ability to learn payroll, timekeeping, point-of-sale, and event management systems.

· Comfort with basic math, percentages, reconciliations, and spreadsheet data.

· Sound judgment and discretion in handling confidential associate, payroll, guest, and business information.

· Ability to work independently, collaborate across departments, and seek guidance when needed.

Physical Demands and Work Environment

Work is performed primarily in an office and restaurant environment and involves computer work, sitting, standing, walking, and occasional movement of supplies or event materials. Duties may include working in active restaurant or event spaces and assisting with events as scheduled. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This position description is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Other duties may be assigned by management.

Associate Name (Print): __________________________________________

Associate Signature: ______________________________ Date: _______