Culinary Coordinator

Position Summary:

Provides comprehensive administrative support to the Executive Chef and designated department heads. This role involves managing a range of complex and confidential tasks, often handling multiple projects simultaneously with a high degree of accuracy and efficiency. Key responsibilities include answering calls, scheduling appointments, coordinating kitchen schedules, placing food orders, processing purchase orders and invoices, and maintaining effective communication across departments. Additional duties include drafting and responding to correspondence, recording meeting minutes, creating presentations and reports, updating staff training manuals, marketing materials, and menus. The position also involves compiling and analyzing data, managing BirchStreet invoices, overseeing scheduling, and administering timekeeping through Paycom. Maintains and organizes a variety of manual and electronic records while ensuring data accuracy and integrity.

Duties & Responsibilities

1. Administrative & Executive Support

• Provide administrative support to the Executive Chef and other department heads.
• Answer phone calls, manage calendars, and schedule appointments.
• Draft, review, and respond to professional correspondence.
• Record and distribute meeting minutes.
• Generate, compile, and analyze operational reports and data.
• Maintain organized manual and digital files for departmental records and communications.

2. Culinary Scheduling & Timekeeping

• Coordinate daily kitchen schedules and place food/supply orders as needed.
• Support scheduling and timekeeping processes through Paycom. Assist in tracking overtime meal penalties and overall labor budget.
• Maintain shift coverage logs and communicate schedule changes.
• Assist with MOD schedule coordination when applicable.

3. Procurement, Inventory & Cost Management

• Manage and process purchase orders and invoices, including BirchStreet entries.
• Assist with scheduled inventory counts and ensure proper tracking and filing.
• Support recipe and plate costing by maintaining accurate data.
• Update and manage product spec sheets and vendor information.

4. Culinary Team Onboarding & HR Coordination

• Oversee onboarding for new team members (e.g., checklists, uniforms, locker setup, initial schedules).
• Maintain certification records (e.g., food handler cards, ServSafe) and monitor expirations in coordination with HR.

5. Menu & Recipe Management

• Assist in menu design, editing, and distribution across platforms.
• Maintain up-to-date recipe archives, prep sheets, training materials, and visual guides.
• Coordinate menu rollout timelines and ensure timely communication with Marketing, FOH, and BOH teams.

6. Event & BEO Coordination

• Review and distribute daily BEOs to culinary teams.
• Track dietary restrictions and allergen requirements for events.
• Support logistics and materials preparation for chef-led experiences (e.g., tastings, dinners, demos).

7. Communication Tools & Knowledge Sharing

• Ensure communication boards, pass-down logs, and digital dashboards are current.
• Collaborate with other departments to fulfill guest and operational needs.
• Stay informed on hotel amenities, events, and policies for effective coordination.

8. Training & SOP Support

• Maintain the culinary training calendar and coordinate sessions.
• Create and update training manuals, SOPs, and related documents.
• Track SOP review completion and manage document version control.

9. Health, Safety & Compliance

• Adhere to and promote all safety policies and OSHA regulations.
• Ensure proper use, maintenance, and reporting of PPE.
• Maintain MSDS/SDS files and coordinate updates with engineering or safety departments.
• Support compliance with the hotel's HAZMAT program.

10. Sustainability & Waste Management

• Track food waste and sanitation logs.
• Assist in waste reduction efforts and document sustainable sourcing initiatives.

11. Guest-Facing Culinary Support

• Prepare materials and coordinate logistics for guest-facing culinary events.
• Support chef-led dinners, cooking classes, and other F&B experiences.

12. Incident Reporting & Feedback Escalation

• Promptly notify management of guest complaints, safety issues, or disruptive behavior.
• Communicate unusual or urgent matters for timely corrective action.
• Collaborate with FOH teams to monitor and respond to guest feedback (e.g., via Revinate).

13. Transportation & Errands

• Drive to complete operational errands as needed in support of the culinary department.

14. Work Standards & Professionalism

• Report to work on time and consistently as scheduled.
• Maintain professionalism with guests and colleagues, using tact and diplomacy.
• Resolve conflicts calmly and effectively by gathering accurate information.

Other Responsibilities/Supportive Functions:

1. Orders all office supplies as needed.
2. Arranges travel for team members as assigned.

Note: This job description is not intended to be all-inclusive. Team Members may perform other related duties as required to meet the ongoing needs of the organization. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.

Qualifications (relevant experience, education and training):

1.   High school diploma or general education degree (GED), or equivalent combination of education and experience. Bachelor’s degree in Business Administration or Hospitality Management desired.

2.   Two years of office administration experience in a similar role required. Hotel industry experience preferred.

3.   Possess solid knowledge of customer service standards, guest relations and etiquette. Ability and experience in successfully providing high-level administrative support in a high volume, time sensitive environment. Solid knowledge of business practices.

4.   Completes required training as scheduled.

5.   Must have excellent customer service/communication skills to work with guests and team members of various social, cultural, economic and educational backgrounds for the purpose of resolving problems/complaints and providing a high level of satisfaction.

6.   Requires ability to perform basic math skills such as addition, subtraction, multiplication and division.

7.   Requires strong working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and ability to learn and operate other hotel computer systems. Good experience using the internet to obtain information. Typing speed of 65 wpm required. Good knowledge of various business machines typically found in an office.

8.   Requires attention to detail. Must be able to solve problems and remain calm and alert if dealing with difficult guest, during busy activity periods or in an emergency. Must be able to multi-task and prioritize effectively. Good time management and organizational skills a must.

9.   Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must be able to speak, read, write and understand English fluently to prepare and understand communications, instructions, safety rules, and communicate with guests. Bilingual skills desired.

10. Able to work independently with minimal guidance and as part of a team.

11. Valid drivers' license in good standing with clean driving record may be required.

12. Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel. Work schedules will include working on holidays, weekends and alternate shifts.

13. Must maintain a clean appearance and professional demeanor.