Administrative Assistant - Culinary Department

Fairmont Jakarta

Situated in Senayan Square at the South end of Jakarta's Central Business District, Fairmont Jakarta features 380 spacious guestrooms and 108 Fairmont branded Sky Suites. Additional features and amenities to the urban hotel include a number of lounges, restaurants and bars featuring a variety of culinary offerings. For corporate events and local galas, the hotel features 3,500 square meters of function space, including a 1,200 square-meter Grand Ballroom.

Administrative Assistant - Culinary Department

The Administrative Assistant for the Culinary Department provides vital administrative and organizational support to the Executive Chef and kitchen management team. This role ensures the smooth functioning of all culinary office operations, including documentation, scheduling, procurement coordination, internal communication, and compliance support. The ideal candidate will be detail-oriented, highly organized, and experienced in working in a high-pressure, fast-paced luxury hospitality environment.

What you will be doing: 

• Manage the Executive Chef’s calendar, schedule meetings, and coordinate internal and external communications.
• Maintain and organize files, kitchen records, menus, SOPs, and correspondence.
• Prepare reports, presentations, and spreadsheets as needed by the culinary team.
• Liaise with the purchasing department to ensure timely ordering and delivery of kitchen supplies and ingredients.
• Track and manage requisitions, invoices, and vendor communications.
• Assist with inventory audits and documentation of stock levels.
• Support in preparing kitchen staff rosters and coordinating shift changes.
• Maintain records of attendance, leave requests, and training schedules.
• Support menu planning, recipe documentation, and updates across outlets.
• Assist in compiling data for seasonal promotions, events, or special functions.
• Coordinate with F&B and Events teams for culinary contributions to hotel events.
• Ensure all kitchen documentation complies with hotel and local health & safety regulations.
• Maintain accurate records for HACCP, food safety logs, and sanitation reports.
• Assist with internal and external audit preparation and follow-up.

Your experience and skills include:

• Diploma or degree in Hospitality Administration, Business Administration, or a related field.
• Minimum 2–3 years of administrative experience, preferably in a hospitality or culinary setting.
• Experience working in a five-star hotel or luxury environment is an advantage.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint).
• Familiarity with inventory and procurement software is a plus.
• Discretion, professionalism, and the ability to handle confidential information.
• Ability to work in a fast-paced, deadline-driven environment.

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We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

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