Food & Beverage Office Coordinator

The Oklahoma City Convention Center is a premier venue located in the heart of Oklahoma City, known for hosting a wide range of events, from large conferences and conventions to smaller meetings and social gatherings. As a vital hub for business and entertainment, the center prides itself on providing exceptional service, state-of-the-art facilities, and a welcoming environment for visitors and event organizers. With a reputation for excellence and commitment to the local community, the Oklahoma City Convention Center is dedicated to supporting the success of every event held on its premises.

One of the key departments contributing to the center's success is the Food and Beverage Department, which plays a crucial role in enhancing the overall guest experience. Within this department, the position of Food and Beverage Office Coordinator is essential for ensuring smooth financial and operational management. This full-time role offers an engaging blend of administrative, financial, and event support responsibilities. Reporting directly to the Director of Food and Beverage, the coordinator acts as a central figure who oversees and facilitates financial tasks related to food and beverage operations while also providing critical support during events and concessions.

The Food and Beverage Office Coordinator is responsible for creating detailed budget files prior to events that serve as vital tools for labor and food cost projections. These budgets are maintained and updated regularly in alignment with the evolving Banquet Event Orders (BEOs), ensuring accuracy and real-time reflection of event details. Integral to the role is the preparation of comprehensive event reports, which include posting events, compiling sales data, direct costs, and other notes into Flash reports for leadership review. The coordinator audits BEOs and invoices meticulously to confirm administrative fees, taxes, and reporting categories are precise and compliant. Additionally, the position manages at-cost valuations by compiling specific food and beverage item costs arranged by general ledger accounts.

Further responsibilities include maintaining the cash room by managing vault balances, issuing POS starting banks, and verifying deposits. The coordinator updates corporate reports with three-month projections to inform strategic decisions and handles month-end duties such as tracking sales, inventory usage, labor costs, and compiling recount lists. Procurement is a critical component of the job, involving purchase order processing through the HUB PO system, tracking shipments, and ensuring timely invoice payments. The coordinator also oversees all food and beverage licensing and permits, acting as the primary liaison for relevant agencies, and verifies timesheets for payroll accuracy. Supervisory duties extend to overseeing the Food and Beverage office assistant.

The role demands a keen eye for detail and strong analytical capabilities, with the ability to multitask efficiently under minimal supervision. Excellent communication skills and the capacity to maintain confidentiality are crucial, as the coordinator interacts regularly with executive management, staff, exhibitors, and patrons. Proficiency in accounting software and Microsoft Office, along with familiarity with inventory and point-of-sale systems, enhances the effectiveness of this role. The position may require flexible working hours, including nights, weekends, and holidays, reflecting the dynamic nature of event schedules.

Overall, the Food and Beverage Office Coordinator position at the Oklahoma City Convention Center offers a rewarding career path for individuals passionate about finance, event coordination, and the hospitality industry. It combines financial acumen with operational support to directly contribute to the success of events and the satisfaction of guests, making it a pivotal role within the organization.