Cluster Culinary Concierge & Admin Coordinator

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Scope and Objectives 

The position is responsible for ensures that all secretarial functions of the culinary department are carried out according to hotel procedures and policies. Ensuring all essential matters is followed up with culinary team & stewarding and to maintain close working relationship with F&B and other related operational departments.

Primary Responsibilities

MANAGE DAILY CULINARY ADMINISTRATIVE MATTERS

• Provide secretarial support such as drafting correspondences including those of a confidential nature, minute-taking for departmental meetings and managing the calendar for the Executive Chef/ Executive Sous Chef
• Manage & organize daily Banquet Event Orders (BEOs) and distribute to all relevant section person in charge.
• Manage the Department Dry Food Store room and commissary receiving goods during the absent of person-in-charge
• Handle and maintain all administration relating to new and existing culinary colleagues’ movement in the department, including the department's internal & external casual labor requirement
• Plan and administer the department duty roster and maintain the department medical leave records for submission to Human Resources Department
• Report and collate the accident reports and Workplace Safety checklist according to the Health & Safety policy
• Monitor monthly invoices and do proper cost accrual process when necessary
• Assist the culinary colleagues in expense claims and reimbursement
• Report and collate the accident reports and Workplace Safety checklist according to the Health & Safety policy

ENGAGEMENT WITH INTERNAL AND EXTERNAL GUEST

• Ensure all kitchen operations run smoothly with minimal disruptions
• Support Culinary team with updated information, via group chat
• Effective communication between colleagues to ensure a secure and friendly working environment
• Establishing and maintaining effective inter-departmental working relationships
• Actively share ideas, opinions and suggestions
• Efficiency in preparations and execution
• Drive constant work flow improvement & system improvement

TEAM PLAYER OF THE HOTEL

• Ensure cleanliness and appearance of all Offices, Kitchens and related areas
• Interface the needs/requirements of other departments with the Kitchen: Chefs Office, Engineering, F&B service, Security, Finance, T&C, Stewarding and Hygiene
• Interact with the all Colleagues on a daily basis to ensure high motivation and productive working environment
• Provide a level of Safety & Security for all team members whilst working
• Develop own knowledge and skills to a senior Administrative Assistant

Knowledge and Experience

• Minimum GCE “O” Level
• At least 1 – 2 years of similar experience
• Effectively lingual in English
• Other languages are also preferred (arabic, hindi, tamil)
• Strong working knowledge of Microsoft Outlook, Microsoft Office

Competencies

• Good interpersonal skills with ability to communicate with all levels of employees
• Service oriented with an eye for details
• Ability to work effectively and contribute in a team
• Good presentation and influencing skills
• Multicultural awareness and able to work with people from diverse cultures
• Flexible and able to embrace and respond to change effectively
• Ability to work independently and has good initiative under dynamic environment
• Self-motivated and energetic