Culinary Administrative Assistant
Food & Beverage
Executive Director of Culinary
Non - Exempt
Culinary Administrative Assistant is responsible for assisting the Executive Director Culinary's office and aid the Executive Steward, and senior kitchen leadership team in effective and efficient verbal, written and electronic communication with guests, Culinary and Stewarding Associates in addition to other hotel departments as necessary.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Communicate through e-mail, personal interaction and written information with Chef de Cuisines, Executive Sous Chef, Executive Banquet Chef, Executive Steward, Sous Chefs and Supervisors/Leads on behalf of the Executive Director of Culinary as required as required
Act as a liaison between all other departments and the Culinary leadership team, communicating information about Human Resources needs, Catering and Sales requests, VIP's, Executive Office and last minute information
Write, research and prepare reports, documents, menus and letters as requested by the Executive Director of Culinary and Culinary leadership team
Adjust and rectify ADP/Payroll Processing missed punches and schedules input, recoding of colleague's hours through cross departmental need
Keep F&B Checkbook/Purchase Order process updated and accurate
Keep Culinary Information Board relevant and updated
Culinary Stand up/Daily Gazeti notes on Information Board in the kitchen
Coordinates the Executive Director of Culinary's daily schedule of meetings and appointments to ensure all information is available and relevant.
Weekly inputting the schedules as prescribed
Weekly Forecast of Banquet and outlets Revenue
New Hire uniforms assistance and communication internally and externally
Input and coding of invoices for review and routing to appropriate leaders as required
Order and maintain office supplies as required within budget
Maintain and update Dashboard through HR office of Texas Food Handlers Certifications for all culinarians and Stewarding team
Attends EO meeting as a support to Executive Steward and Culinary Leadership as requested and appropriate.
Arrange monthly Colleague meeting for Culinary and Stewarding meetings. Prepare "minutes" of all meetings and distribute to appropriate Departments.
Assist in filling schedule with appropriate coverage due to Sick Calls, no shows, additions or deletions to schedules based on Business volumes for Stewarding and Culinary. This may include but not limited to multiple phone calls and messages to many people at once.
Assist in the Weekly and monthly forecasting of hours for payroll purposes as required.
Keep accurate and updated list and organized Associate Telephone Numbers for Stewarding and Culinary, and temporary associates/interns
Review and adjust daily payroll for Culinary & Stewarding according to the Policies and Procedures. Check and report all overtime for approval and reviewing with the Executive Director of Culinary and Executive Steward.
Timely and accurate update to time and attendance logs in accordance to Hotel Policy
Prepare weekly report for Labor Meeting for Executive Director of Culinary and Executive Steward
Prepare bi-monthly reports to Human Resources to assist in all Human Resource forms, accident reports, vacation forms, PTO's etc... Assist in Human Resource related issues to assist Culinary Leadership and the Executive Chef, including all initiatives, training, 1 on 1's, and Colleague reviews and training as needed.
Assist in creating, tracking, scheduling and approving PTO's and Vacations.
Assist in Month end/Year-end inventory for Culinary and Stewarding as required.
Retrieve and direct all mail, banquet event orders and last minute requests for Culinary & Stewarding
Filing hard copies of material entering the office
Maintenance and ordering of supplies for all office needs and office equipment including, printers and computers as required
Assisting with Ordering of Kitchen Equipment, Smallwares, etc. through purchasing system and process
Minor Food ordering for last minute changes, pop up and specialty items. Some of which may be web purchase based.
Filling Expense reports for Executive Chef in accordance with Hotel Policy.
Assist in CAPEX and purchases for Culinary and Stewarding
Reporting Engineering maintenance requests through the Hotel System for Culinary and Stewarding
Process and post digital photographs and prepare posters, flyers and other internal documents as requested.
Maintain Communication boards and training boards with up to date and relevant information for Associates.
Assists in the Culinary operation as required and requested by Executive Director of Culinary for support and assistance. i.e. Plating up, Expo, Bussing tables, basic food preparation
Active Participation in Hotel Committees and Community projects.
Must be able to communicate, read, write, and speak English effectively.
Bi-lingual skills are preferred but not required.
Ability to calculate figures amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Extensive knowledge of fine dining, concessions, culinary, wine and spirits both in service skills and preparation of food and beverage in a variety of venues.
Good verbal communication and interpersonal skills.
Ability to present information in one-on-one, small group situations to customers, clients, and other associates and corporate executives of the Resort.
Ability to influence and effectively collaborate with multiple stakeholders internally and externally.
Proficient in reviewing financial, budget, statistical and/or performance data, manipulating data, and developing insights
Excellent problem-solving skills
A high degree of professionalism with diplomatic and poised communication at all levels and manage confidential information with complete discretion
A self-starter, well organized, detail oriented, assertive, possesses initiative to achieve functional goals and takes ownership of responsibilities.
Valid driver's license required
Must be able to evaluate and select among alternative courses of action quickly and accurately.
Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.
Ability to be a clear thinker, analyze and resolve problems exercising good judgment.
Make independent decisions while maintaining strong ethical standards consistent with company policy and rules.
Must be able to thrive in a fast-paced, energetic environment that is constantly changing based on room occupancy and group business.
Strong understanding of the demands of a large quantity kitchen/stewarding environment.
Knowledge of Windows based programs, Groupwise e-mail/Internet, Wordperfect, MS Word, Excel, Publisher, ADP, RM Google drive, Birchstreet, HOT SOS etc.
The noise level in the work environment is usually moderate.
Must be able to work and be flexible with all shifts, weekends, and holidays.
The Associate is required to constantly stand, walk, climb, balance, stoop, kneel and crouch. Constantly required reach and grasp. The Associate must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Must have good sense of smell and taste. Must be able to work in a stationary position for long periods of times (up to 5 hours). Must be able to frequently move throughout the resort in order to have access to all food and beverage outlets/venues.
Position Type and Expected Hours of Work
This is an non- exempt level position, with various work hours and days, based on business...
See Job Description