Give the role a reliable starting point.
Provide current hours, menus, parking guidance, and an escalation contact for special requests.
Guest inquiry coordination
Guest inquiry coordination
Give routine guest questions clear answers and sensitive requests a direct route to the right manager.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Answer from current restaurant information
- Record special requests
- Route menu or accessibility questions
- Track replies awaiting confirmation
What comes back to your team
Work you can see and review.
Guest question log
A working record with source references, current status, and the person responsible for the next step.
Manager handoff
A focused view of missing inputs, unanswered questions, and items that need your decision.
Outstanding-reply list
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
A guest asks whether the kitchen can accommodate an allergy. The assistant records the exact request and connects it to the restaurant’s designated person.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Check that published information is current and that requests are not presented as guarantees.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
OpenTableSevenRoomsGmailOutlook
Platform names describe possible working environments, not endorsements or a promise of certification.
Inside the responsibility
What guest inquiry coordination looks like in practice.
Give routine guest questions clear answers and sensitive requests a direct route to the right manager. The scope below connects each recurring responsibility to its source information and a checkable working record. Your team confirms the exact steps, templates, and approval limits before work starts.
Answer from current restaurant information
Begin with the latest request and its approved source record. Check that the necessary information is present, identify the owner, and clarify conflicting details before making an update.
Working output: Guest question log. Include the source reference, current status, and next owner when an item remains open.
Record special requests
Use the agreed template or checklist to carry out this task. Record what was checked and the date of the action so another team member can understand the current position.
Working output: Manager handoff. Include the source reference, current status, and next owner when an item remains open.
Route menu or accessibility questions
Keep this work connected to the wider queue. Note dependencies and unanswered questions, and use the agreed escalation route when the next step requires a decision.
Working output: Outstanding-reply list. Include the source reference, current status, and next owner when an item remains open.
Track replies awaiting confirmation
Complete the task only when its agreed checks have passed. If an input is missing or an approval is pending, keep that status visible rather than treating the item as finished.
Working output: Guest question log. Include the source reference, current status, and next owner when an item remains open.
A handoff you can act on
Keep ready work separate from unresolved work.
A guest asks whether the kitchen can accommodate an allergy. The assistant records the exact request and connects it to the restaurant’s designated person.
Ready for review
The agreed task is complete and the supporting information is available in your approved system. Attach or link the relevant record and identify any final reviewer before closing the item.
Review against: Check that published information is current and that requests are not presented as guarantees.
Waiting on an input
Name the missing information, where it was requested, and who is expected to supply it. Keep a follow-up date visible. An unanswered request should not disappear into a completed-work total.
Starting requirements: Provide current hours, menus, parking guidance, and an escalation contact for special requests.
Needs your decision
Summarize the exception and the information already checked. Ask a specific question and route it to the authorized person. Keep the original source intact while the decision is pending.
Approval boundary: Food safety, allergy assurances, accommodations, and service exceptions require restaurant confirmation.
Set the role up well
Agree what good work means before the first handoff.
Access and examples
Provide individual, approved access to the systems used for this responsibility. Share a completed example, an incomplete example, the relevant template, and a named reviewer. Sensitive working records belong in those systems, not in a public inquiry form.
Possible working environments include OpenTable, SevenRooms, Gmail, Outlook. Tool access and familiarity are confirmed as part of the role brief.
Review and workload measures
Agree which measures are useful for this queue: completed items, items awaiting an input, age of unresolved work, and corrections requested by the reviewer. Review these together with actual examples; volume alone does not establish that work is accurate.
Set response expectations from your operating needs. Coverage, turnaround targets, and the amount of work assigned are agreed separately rather than assumed from the service name.
Before you start
A few useful questions.
What should we prepare for guest inquiry coordination?
Provide current hours, menus, parking guidance, and an escalation contact for special requests.
How will we know what is complete?
Check that published information is current and that requests are not presented as guarantees.
Which decisions remain with us?
Food safety, allergy assurances, accommodations, and service exceptions require restaurant confirmation.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as OpenTable, SevenRooms, Gmail. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
Reservation inbox support
Reservation inbox support
Handle reservation correspondence using the availability and booking policies set by your restaurant.
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Private dining inquiries
Private dining inquiries
Organize event leads so your events manager can respond with the right offer and next step.
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Guest feedback administration
Guest feedback administration
Bring feedback from your approved channels into a clear queue for thoughtful management responses.
Explore the service ↗
Supplier correspondence
Supplier correspondence
Keep purchase-related messages and delivery questions visible to the people running the kitchen and office.
Explore the service ↗A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.