Coordinator - Culinary Operations

Key Responsibilities

Administrative & Communication

• Take dictation, record meeting minutes, and manage Director of Culinary correspondence (mail, email, telephone calls).
• Develop and maintain specialized forms, charts, and documents to support kitchen activities.
• Prepare meeting agendas, distribute necessary documents before meetings, and maintain accurate records.
• Type, edit, and distribute letters, memos, and other correspondence on behalf of the Director of Culinary, ensuring confidentiality and proper filing.
• Maintain a fully stocked supply of office materials for kitchen management. Order supplies when approved.

Operational & Project Support

• Create and update recipe booklets, prep lists, and other culinary documents.
• Assist with labor tracking, budgeting processes, and processing invoices for Accounts Payable.
• Align property specifications set by the Director of Culinary.
• Assist with kitchen design materials needed from chef, future development projects, and obtain multiple quotes for capital projects and equipment needs.
• Work with accounting for capital projects and completion of capital once received.
• Maintain both physical and computer filing systems and coordinate website updates with Marketing as needed.

Daily Purchasing

• Follow all established purchasing policies, approved product specifications, food safety requirements, and receiving procedures, 
• Assist the Director of Purchasing with vendor communication product sourcing, price comparisons, substitutions, and other daily purchasing initiatives. 
• Maintain accurate purchasing records, purchase orders, vendor information, and other documentation within applicable purchasing and inventory systems. 
• Review invoices and purchasing documentation for accuracy and assist with resolving pricing, quantity, and product discrepancies.
• Communicate product availability, substitutions, shortages, and significant price changes to the appropriate culinary leadership and Director of Purchasing. 
• Place daily purchase orders with approved vendors and monitor order cut-off times, availability, pricing, and delivery schedules.
• Collect, review, consolidate, and submit daily orders for fresh product, meat, seafood, dairy, frozen, dry goods, and other culinary products.
• Coordinate daily food purchasing needs with Executive Chefs, Sous Chefs, and culinary leadership when needed.
• Work directly with Director of Purchasing to support daily culinary purchasing activities and ensure purchasing needs are aligned with property standards, approved vendors and purchasing procedures. 

Event & Marketing Support

• Organize the Director of Culinary's club event binder (BEOs) and maintain an up-to-date daily event calendar. Put events into Outlook Calendar.
• Order and display Employee of the Quarter plaques; track birthdays, work anniversaries, and other significant events, and coordinate related employee recognition efforts.
• Update the kitchen information board daily with communications from the events team.
• Collaborate with the Director of Culinary and the marketing/communications team to assist where needed to create and send targeted e-blasts, design event menus, posters, and other promotional materials.

Human Resources Support

• Keep current employee phone lists and schedules accessible.
• Assist culinary team with processing status changes, performance reviews, requisitions and coaching/counseling processes to Human Resources team.
• Maintain reports tracking attendance, accidents, and other essential information. Communicate information to HR.
• Assist in the hiring and on-boarding process for culinary team members.
• Act as the liaison for international culinary interns: Collaborate with HR with housing, and transportation and communication.
• Coordinate cultural events and assist with department on-boarding.

Additional Duties

• Provide any other administrative or clerical support as needed.
• Adhere to all company policies and serve as a role model in upholding Reynolds Lake Oconee Core Values and Service Standards.
• Availability to work outside of normal business hours, including weekends and holidays, for club events and meetings as needed.

Qualifications

• Experience: Minimum 3–5 years of administrative experience in a food and beverage/hospitality environment.
• Education: Bachelor’s Degree preferred or 3-5 years of relevant work experience.
• Technical Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), timekeeping software, Canva, and basic drawing or desktop organizational software.
• Communication: Excellent verbal and written communication skills; bilingual English/Spanish is a plus.
• Other Attributes: Strong organizational skills, resourcefulness, customer service orientation, and the ability to follow directions accurately through completion.

Safety & Physical Requirements

• Safety: Follow all company safety and training programs; report hazards and on-the-job injuries promptly; take personal responsibility for safety.
• Physical Functions:
• May be required to stand, walk, climb stairs, balance, stoop, kneel, crouch, or sit for extended periods.
• Must be able to push, pull, or lift to 30 lbs. and maintain independent mobility.