Administrative Assistant, Food and Beverage

Company : Disability Solutions

Location : Coral Gables, FL, 33134

Posted Date : 28 October 2025

Job Type : Full Time

Category : Administrative Assistance

Occupation : Administrative Assistant

Job Details

Loews Coral Gables Hotel features 242 guestrooms, including 23 beautifully designed suites, 30,0000 square feet of indoor/outdoor flexible meeting space, an expansive 9th floor pool deck, four Miami-inspired dining outlets and more.

Located just four blocks from the Gables' iconic Miracle Mile, the hotel is the centerpiece of The Plaza Coral Gables, a 2.1 million square foot mixed-use development showcasing retail space, dining and entertainment experiences.

Loews Coral Gables Hotel is the second Loews Hotel to open in South Florida, joining 25 other properties across the US and Canada that make up the Loews Hotels & Co portfolio.

Job Specific

Greets and assists visitor to the department
Answers incoming phone calls, directs calls to appropriate department as necessary
Takes and transmits messages for Director
Maintains appointment calendar for Director and keeps him/her informed of scheduled commitments
Prepares and distributes correspondence for department
Receives, sorts, distributes department mail
Assists in the preparation and distribution of reports generated by the department
Maintains reader file for Food and Beverage Department personnel
Maintains files for and thorough familiarity with contracts for services, materials and supplies
Maintains trace file for time sensitive activities and materials
Establishes and maintains files to effectively organize the department
Controls inventory for office supplies, requisitions same as needed to support operations
Maintains departmental payroll reports/records and training records and contact file for department personnel
Maintains accurate contract and contact information for vendors, suppliers and other organizations doing business with Loews (Insert Hotel Name)
Assists in the preparation of monthly inventory reports
Assist in the completion of special projects as assigned by the Director
Assists other Food and Beverage department personnel as necessary to ensure smooth operation of department
Other duties as assigned

General

Promotes and applies teamwork skills at all times
Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance
Is polite, friendly, and helpful to guests, management and fellow employees
Executes emergency procedures in accordance with hotel standards
Complies with required safety regulations and procedures
Attends appropriate hotel meetings and training sessions
Maintains cleanliness and excellent condition of equipment and work area
Complies with hotel standards, policies and rules
Recycles whenever possible
Remains current with hotel information and changes
Complies with hotel uniform and grooming standards

Qualifications

High School diploma or higher
Three to five years experience Administrative Assistant/Secretarial
Proficient in office equipment operation, keyboard 50 wpm, computer software; Win95, Word, Excel
Effective management, leadership, organizational and communication skills
Guest service oriented, with excellent Hospitality skills
Ability to work flexible schedule to include weekends and holidays