Restaurant & Bar Coordinator - Hotel Polaris

Overview

Are you ready to help shape the future of travel and hospitality at the new Hotel Polaris at the U.S. Air Force Academy? Hotel Polaris is seeking an exceptional Restaurant and Bar Coordinator to join our team and play a vital role in shaping the success of Hotel Polaris, an instant icon on the hospitality landscape of Colorado Springs. Your efforts significantly influence the unique and distinctive experiences we seek to deliver to our guests and team members alike. We're looking for someone who wants to be a part of something bigger and shares our passion for creating unforgettable guest experiences, nurturing a vibrant company culture, and building strong connections with our communities.

Responsibilities

Objectives

This position will require a direct friendly approach to create a welcoming and pleasant experience at all Hotel Polaris restaurant & bar outlets.  Promoting and facilitating prompt recognition and placement of all Food & Beverage outlet reservations, while enhancing guest experiences by continuously improving guest engagement and customer intimacy.  Additional duties include confirming large parties including collection of deposits as contracted, assisting guests with site visits, menu choices, preparing, editing and coordinating the proofing and printing of all special menus.  This will require close collaboration with most operating departments, sales and marketing. This position will also provide administrative support to all F&B leadership positions.

Responsibilities

• Provide administrative assistance to the Food & Beverage management team, including scheduling meetings, managing calendars, and handling correspondence.
• Handle Director of Food & Beverage and Senior Director of Restaurants & Bars agenda.
• Serve as a point of contact for internal and external inquiries related to Food & Beverage operations. Communicate effectively with vendors, suppliers, and other departments to facilitate smooth operations.
• Maintain accurate records, including inventory, purchasing orders, and invoices. Organize and file documents in both physical and electronic formats.
• Provide exceptional service to guests by addressing inquiries, processing reservations, resolving issues, and ensuring their satisfaction with Restaurant and Bar offerings. Always maintain a professional and courteous demeanor.
• Must be able to effectively deal with internal & external guests, some of whom will require levels of patience, tact and diplomacy to defuse anger, collect factual information and resolve conflict.
• Update all F&B related information including but not limited to hours of operations, contact information, promotions & activations.
• Set up, update & maintain F&B software including but not limited to point of sale, recipe and inventory management.
• Control inventory for office supplies, requisitions as needed to support operations
• Prepare, edit, and proof of all special menus and other F&B collateral.
• Complete special projects as assigned by the Director of Food & Beverage & Senior Director of Restaurants & Bars
• Assist other Food & Beverage department teams as necessary to ensure the smooth operation of the department.
• Coordinate large party reservations across all Food & Beverage outlets, managing all details during the planning phase including menu selection, room setup, special requests, and communication with internal teams to ensure seamless execution.
• Serve as the primary liaison during the coordination process for group bookings, working closely with culinary, service, and operations teams to confirm logistics, timelines, and guest expectations prior to arrival.
• Oversee all pre-arrival arrangements for large parties, ensuring accurate documentation, internal communication, and readiness across outlets before personally greeting groups upon arrival.
• Phone coverage or other office assignments as assigned.
• Monitor guest satisfaction processes, and responds to guest concerns, and inquiries.
• Respond to guest comments and reviews
• Maintain a thorough knowledge of outlet menus and current outlet promotions and specials.
• As needed, assist the F&B team during peak operational times.  i.e. host/hostess, meet and greet VIP groups, etc.

Qualifications

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Previous experience in an administrative role, preferably in a hospitality or food service setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software applications.
• Excellent organizational skills and attention to detail.
• Strong c