Bocaire Country Club is seeking a highly organized, service-oriented Food & Beverage Administrative Coordinator to support the daily operations of our Food & Beverage Department. This role serves as the administrative hub for dining operations, private events, and Member programming while providing exceptional service to Members and supporting multiple departments across the Club.
The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced hospitality environment. This individual will work closely with Club leadership to ensure smooth operations, accurate event planning, and an exceptional member experience.
Essential Responsibilities
Food & Beverage Administration
- Support the F&B leadership team with daily administrative tasks, reporting, and operational coordination
- Assist with menu updates, event postings, and internal communication across departments
- Maintain organized records for events, reservations, and member preferences
- Coordinate POS updates, event billing details, and ensure accuracy for P&L tracking
- Assist in tracking inventory, invoices, and vendor communications
Banquet & Event Coordination
- Assist with planning and execution of Member events, social functions, and private events.
- Prepare and maintain Banquet Event Orders (BEOs), event timelines, and operational documents.
- Coordinate event logistics including room setups, décor, audiovisual needs, and vendor arrangements.
- Work collaboratively with culinary, service, and operations teams to ensure successful event execution.
- Attend events as needed to support operations and maintain service standards.
Reception & Member Services
- Support Reception operations during peak periods or when coverage is needed.
- Assist Members with dining reservations, event registration, and general club information.
- Serve as a professional point of contact while delivering exceptional member service.
- Coordinate communication between Reception, Food & Beverage, and event operations.
Event Design & Décor
- Assist with event themes, décor concepts, and visual presentation.
- Coordinate with vendors for rentals, florals, linens, signage, and specialty items.
- Ensure event spaces meet the Club's presentation standards.
- Support creative enhancements that elevate the Member experience.
Administrative Support
- Maintain departmental calendars and operational schedules.
- Prepare meeting materials, reports, and correspondence.
- Assist with onboarding coordination, scheduling, and training documentation.
- Support seasonal initiatives, special projects, and club-wide operational efforts.
Qualifications
- 2–4 years of hospitality, private club, hotel, restaurant, or event coordination experience preferred.
- Strong organizational and time-management skills.
- Exceptional attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to prioritize multiple projects while meeting deadlines.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Experience with hospitality or club management software is preferred (Club Essentials, Pacesetter, Must Have Menus, Perfect Venue, or similar systems).
- Professional appearance and demeanor.
- Ability to work a flexible schedule, including evenings, weekends, and holidays when required for club events.
Preferred Skills
- Experience creating Banquet Event Orders (BEOs).
- Event planning and coordination experience.
- Strong administrative and document management skills.
- Comfortable working with multiple departments simultaneously.
- Ability to anticipate operational needs and resolve issues proactively.
Core Competencies
- Member-first service mentality.
- Strong organizational and follow-through skills.
- Excellent interpersonal and communication abilities.
- Team-oriented with the ability to collaborate across departments.
- Professional judgment and discretion.
- Creative eye for event presentation and décor.
- Adaptability in a fast-paced hospitality environment.
Physical Requirements
- Ability to sit or stand for extended periods.
- Ability to lift and carry up to 25 pounds occasionally.
- Ability to move throughout the Club during daily operations and events.
- Ability to attend and support evening and weekend events.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Hospitality: 2 years (Required)
- event coordination: 2 years (Required)
Work Location: In person
