Food and Beverage Coordinator

The Food & Beverage Coordinator provides administrative and operational support to the Food & Beverage leadership team by coordinating events, entertainment, vendor relationships, restaurant promotions, and departmental communications. This role ensures the successful planning and execution of food and beverage activations while maintaining exceptional organization, attention to detail, and a high standard of member service.

The ideal candidate is highly organized, thrives in a fast-paced hospitality environment, and enjoys balancing administrative responsibilities with event execution.

Essential Duties and Responsibilities 

The essential functions include, but are not limited to the following:

Event & Activation Coordination

• Coordinate and assist with the planning and execution of Food & Beverage activations, member events, holiday programming, wine dinners, chef experiences, and seasonal promotions.

• Work closely with culinary, service, marketing, and operations teams to ensure successful event execution.

• Maintain event timelines, planning documents, and operational checklists.

• Assist with onsite event setup, coordination, and breakdown as needed.

Entertainment & Vendor Coordination

• Source, coordinate, and schedule entertainment including musicians, DJs, specialty performers, and other event vendors

• Obtain pricing, negotiate scheduling, and maintain vendor communications.

• Coordinate vendor agreements, insurance documentation, and event logistics.

• Maintain positive relationships with preferred vendors while identifying new opportunities that enhance the member experience.

Administrative Support

• Process invoices and submit vendor payments in accordance with company procedures.

• Maintain departmental files, contracts, and event documentation.

• Track event budgets, deposits, and expenses.

• Assist with monthly reporting and reconciliation of event costs.

Restaurant & Member Communications

• Prepare, proofread, print, and distribute restaurant menus, wine lists, promotional materials, table tents, event signage, and other collateral.

• Coordinate updates with Marketing to ensure branding standards are maintained.

• Assist with reservations and event communications as needed.

Restaurant Event Orders (REOs)

• Prepare detailed Restaurant Event Orders (REOs) for large parties, private dining events, and member functions.

• Communicate event specifications with culinary, service, banquets, and operations teams.

• Confirm room setups, menus, beverage selections, timelines, audiovisual needs, and special member requests.

• Ensure all departments receive accurate and timely event information.

Department Coordination

• Maintain departmental calendars for events and entertainment.

• Coordinate meeting agendas and maintain action item follow-up.

• Assist leaders with scheduling, supply ordering, and special projects.

• Support daily restaurant and banquet operations during high-volume periods.

Qualifications

• Associate degree in Hospitality Management, Business Administration, Event Management, or related field preferred.

• Minimum of 2 years of experience in hospitality, food and beverage, event coordination, or administrative support.

• Experience in a private club, luxury resort, hotel, or upscale restaurant preferred.

• Strong organizational and multitasking skills.

• Excellent written and verbal communication skills.

• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.

• Experience with restaurant POS, event management, or club management software is a plus.

• Ability to manage multiple priorities while maintaining exceptional attention to detail.

Knowledge, Skills & Abilities

• Exceptional organizational and project management skills.

• Strong interpersonal and relationship-building abilities.

• Professional appearance and demeanor.

• Ability to work independently while collaborating across multiple departments.

• Strong problem-solving and time-management skills.

• Ability to maintain confidentiality and exercise sound judgment.

• Passion for creating exceptional hospitality experiences.

Physical Requirements

• Ability to stand and walk for extended periods during events.

• Ability to lift up to 25 pounds.

• Ability to work evenings, weekends, and holidays as business needs require.

Success Measures

A successful Food & Beverage Coordinator will:

• Execute Food & Beverage events and activations with accuracy and attention to detail.

• Ensure Restaurant Event Orders are complete, timely, and effectively communicated.

• Coordinate entertainment and vendors seamlessly while maintaining budget expectations.

• Produce accurate menus and event collateral that reflect brand standards.

• Process invoices and administrative tasks efficiently and accurately.

• Contribute to exceptional member experiences through proactive planning, communication, and execution.

EDUCATION: 

High School diploma, GED certificate, or relevant work experience. 

APPROXIMATE SCHEDULE AND HOURS: 

Weekdays, weekends, and Holidays, schedule flexible as business dictates. 

ADDITIONAL COMPENSATION:

Soliciting gratuities from members or guests is strictly prohibited and may result in disciplinary action up to and including termination of employment. Gratuities include items such as cash, favors, gifts, tickets to events and other forms of non-financial compensation. Bluejack provides designated bonus opportunities throughout the year to recognize and reward employee contributions. 

BLUEJACK APPEARANCE AND GROOMING STANDARDS: 

The ideal Bluejack candidate embodies our mission and cultural beliefs, demonstrating a genuine passion for hospitality. With authentic, heart-driven service, they help foster an atmosphere where members and guests can relax, recharge, and renew. Candidates should reflect the Bluejack brand in their appearance, behavior, and communication. We value a polished, conservative presentation: natural hair and nail colors, minimal jewelry, closed-toe professional shoes, and no visible tattoos or off-brand logos. Management reserves the right to uphold grooming and uniform standards that align with the club’s expectations.

LICENSES AND CERTIFICATIONS: 

Must possess a valid Texas Driver’s License and meet the driver safety policy requirements. 

Physical Demands and Work Environment  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. Our property sits on 767 acres and features many indoor and outdoor facilities that make up the work environment.  While performing the duties of this position, the employee is regularly required to stand and move around for the entirety or majority of their shift. The employee may be working outside or inside and in different types of weather including excessive heat, cold temperatures, rain and sunshine.   While performing the duties of this position, the employee is also regularly required to push, pull, bend, lift and/or move up to 50 pounds.  Likely this role will require the ability to drive a golf cart to transport from one area of the property to another in a safe and secure manner.   

We are an equal employment opportunity employer.

ACKNOWLEDGMENT:

The above job description is not intended to be an all-inclusive list of duties and standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.