Kitchen Coordinator

The Fairmont Hanoi will open in the Vietnamese capital before year end of 2025, making it the first Fairmont brand in the country. The 241-room luxury hotel will take design inspiration from the art of lacquer with the traditional colours of Vietnam, the Indochinese style from the French colonial period, and draws motifs from Vietnam’s dynasties. Positioned as an urban resort, our guests will be able to enjoy a very special and unique range of offerings such as eight dining and bar venues including a rooftop terrace, as well as two indoor and outdoor swimming pools, an extensive gym and an entire floor of wellness spa and bathhouse. For corporate and social groups, the Fairmont Hanoi will offer three ballrooms, the largest being a 1,100m2 grand ballroom as well as nine meeting rooms, making it an outstanding destination for meetings, conferencing and events. The Fairmont Hanoi is set to become the social epicentre of Hanoi!

To support the smooth operation of the culinary team by providing administrative, clerical, and communication support, acting as the main liaison for internal coordination and assisting with kitchen documentation, purchasing, scheduling, and reporting needs.

Responsibilities

• Serve as the point of contact for internal departments and external partners regarding culinary administration matters
• Communicate professionally via phone and email to respond to requests and coordinate with suppliers, finance, and other departments
• Prepare and manage kitchen documentation including purchase requisitions, inventory records, menus, hygiene reports, and schedules
• Maintain and update computer databases and files using MS Office and relevant hotel systems
• Proofread, format, and distribute letters, memos, reports, and kitchen-related communications
• Support kitchen leadership with rostering, monthly reports, training records, and internal coordination
• Ensure confidentiality of sensitive operational and financial information
• Follow all company policies and procedures; ensure a professional appearance and a clean, organized office area
• Collaborate with the Culinary team and other departments to support service excellence and smooth operations
• Assist in onboarding coordination for new team members including training material preparation and schedule setup
• Report any accidents, injuries, or unsafe conditions to the appropriate manager immediately
• Handle light office logistics such as receiving deliveries, organizing documents, and maintaining supply stock
• Move and carry office supplies or light equipment (up to 10 pounds) without assistance
• Perform any other reasonable tasks or duties as requested by the Director of Culinary or Culinary leaders

Knowledge and Experience

• Previous experience in an administrative or coordinator role, preferably in Food & Beverage or hotel operations
• Excellent organization, time management, and multitasking abilities
• Strong communication skills in both English and Vietnamese
• Proficient in MS Office Suite (Excel, Word, Outlook, etc.) and comfortable working with data systems
• Collaborative, proactive, and adaptable in a fast-paced environment