Job Description
Are you highly organized, detail-oriented, and passionate about supporting world-class culinary operations? We are seeking a proactive Culinary Administrator / Chef Secretary to support the Executive Chef and the culinary leadership team during the hotel’s pre-opening and ongoing operations. In this essential position, you will manage administrative workflows, coordinate communication, maintain documentation, and ensure the culinary department functions smoothly and efficiently. If you excel in a dynamic environment and enjoy being the backbone of a high-performing team, this role offers you an exciting opportunity to make a meaningful impact. Administrative Support & Coordination. Provide comprehensive administrative assistance to the Executive Chef and culinary leadership team. Manage calendars, schedule meetings, coordinate appointments, and organize departmental events. Prepare and distribute reports, meeting minutes, memos, and internal communications. Coordinate travel arrangements, training schedules, and departmental logistics as needed. Documentation & Compliance. Maintain accurate filing systems for departmental records, SOPs, training materials, and operational manuals. Assist with creating and updating culinary SOPs, recipe cards, kitchen operational documents, and checklists. Support compliance with HACCP, food safety documentation, and internal audit requirements by ensuring proper record-keeping. Monitor and track document versions to ensure consistency and regulatory alignment. Operational & Financial Support. Assist with purchasing requests, quotations, supplier communication, and tracking of kitchen supplies and operating equipment. Support cost-control processes including monitoring invoices, updating inventory spreadsheets, and managing petty cash records. Help prepare departmental budgets, forecasts, and month-end reports. Coordinate with Finance, Procurement, Engineering, and other departments to facilitate smooth administrative operations. Communication & Culinary Team Support. Serve as a central communication point between the culinary team, other hotel departments, and external partners. Support onboarding and training processes by preparing documentation, distributing materials, and coordinating sessions. Assist in organizing menu tastings, F&B promotions, photo shoots, and special events in collaboration with Marketing and F&B teams. Help coordinate uniform distribution, team rosters, and attendance tracking. Develop and organize pre-opening checklists, equipment inventories, supplier lists, and training schedules. Assist in setting up office systems, internal communication structures, and workflow processes for the culinary department. Ensure all administrative tools, documentation, and operational resources are prepared ahead of opening. Diploma or degree in Hospitality Management, Business Administration, or related field. Previous administrative experience, preferably within a culinary, hospitality, or hotel environment. Strong organizational skills with the ability to manage multiple priorities efficiently. Excellent communication skills and professional etiquette, both written and verbal. High proficiency in Microsoft Office (Word, Excel, PowerPoint), and familiarity with hotel systems is an advantage. Ability to maintain confidentiality and handle sensitive information. Fluency in English; additional languages are an advantage.
