Operations Administrative Coordinator

 

Join the Food & Beverage team at Cheeca Lodge & Spa, a Four Diamond beachfront resort in Islamorada. We’re seeking a highly organized and proactive Operations Administrative Coordinator to support our restaurants, bars, and banquet operations. This role plays a key part in ensuring smooth day-to-day operations by managing staff compliance, coordinating vendor services, supporting department leadership, and maintaining essential tracking and scheduling systems.

Key Responsibilities

Training Compliance & Documentation

• Maintain up-to-date records for Safe Serve and Responsible Vendor certifications for all applicable staff.

• Track training completion for new hires within their first 30 days.

• Monitor expiration dates, send reminders, and ensure readiness for audits or inspections.

Uniform & Locker Program (Cintas Coordination)

• Manage the uniform distribution and locker allocation program with Cintas and department managers.

• Track uniform inventory and invoices; enforce policy of 3 uniforms per employee by job code.

• Limit locker access to J1/H2B employees unless otherwise authorized.

Administrative and HR Support to F&B Management

• Assist the F&B leadership team with administrative duties including document prep, filing, on-property errands, and support during busy shifts.

• Maintain a helpful and visible presence in the office during scheduled hours.

• Complete tasks directly and professionally, with attention to detail and follow-through.

• Assist with scheduling interviews and onboarding new hires

Scheduling Coordination

• Enter weekly team schedules into OnTrack software by the weekly deadline (typically Friday).

• Organize department scheduling folders on shared drives and archive appropriately.

• Make adjustments as needed and ensure accuracy across records.

Reservation System Support (OpenTable)

• Complete OpenTable Academy training and maintain up-to-date knowledge of the platform.

• Manage reservations across outlets, optimize cover counts, and ensure clear guest notes to support great service.

Other Responsibilities as Assigned

• Maintain accurate records of reservations, guest preferences, and event details.

• Process invoices, purchase orders, and assist with financial document organization.

• Support inventory tracking and ordering of F&B supplies.

• Prepare reports, spreadsheets, and presentations for departmental needs.

• Answer guest phone calls and inquiries with professionalism and a solutions-focused attitude.

• Coordinate with other departments to ensure seamless guest experiences.

• Assist with planning and support for events including weddings, corporate functions, and group dinners.

• Help manage event logistics, menu confirmations, staffing rosters, and setup coordination.

• Provide scheduling support and help maintain accurate timekeeping.

• Foster a collaborative, positive, and team-focused work environment.

Qualifications

• Prior experience in administrative support or operations (hospitality experience preferred).

• Strong computer skills including Microsoft Excel and Outlook; ability to learn new systems.

• Excellent communication and interpersonal skills.

• Ability to multitask and stay organized in a fast-paced environment.

• Bilingual (English/Spanish or English/Creole) a plus.

Schedule & Compensation

• Full-Time | Hourly | Non-Exempt

• Typical hours: Monday – Friday, 8:00 AM – 4:30 PM (occasional weekends/evenings based on events).

• Competitive hourly wage based on experience.

Benefits Include:

• 401(k) with employer matching (vests after 90 days)

• Medical, Dental & Vision Insurance

• Paid Time Off (PTO) - up to 18 days

• Employer Paid Short-Term & Long-Term Disability Insurance

• AD&D and Life Insurance

• Flexible Spending & Health Savings Accounts

• Employee Discounts at Northwood Hospitality Properties

Apply today and join the Ch