Culinary Administrator

Position Summary

The Culinary Admin is the culinary department’s administrative, compliance, and training felicitator. You enable outstanding documentation and inspections, ensure precise schedules and orders, coordinate cross-department communications, and deliver a structured training & onboarding program that keeps the team compliant, polished, and guest-centric This position requires high attention to detail, strong system knowledge, and proactive coordination to support continuous improvement in fleetwide service and product delivery.

Key Responsibilities

1. Administration & Compliance

• Maintain culinary documents, templates, logs, and records

• Track certifications and training validity (HACCP, USPH/VSP, Food Handler, Safety, STCW)

• Prepare audit-ready documentation and support inspections

• Record meeting minutes, track action items, and follow up to closure

• Produce basic dashboards (guest feedback, compliance, training status)

2. Organization & Coordination

• Publish menus, production sheets, and event briefs

• Coordinate pre and post service briefings

• Support internal food safety audits and corrective actions

• Manage the Executive Chef’s calendar and inspection schedules3. Ordering & Inventory Support (Administrative)

• Consolidate requisitions and track purchase orders

• Coordinate with Stores and Provisioning

• Monitor shortages, slow moving items, and delivery documentation4. Communication & Liaison

• Act as the culinary point of contact with Finance, HR, Medical, Engineering, Housekeeping, and F&B Service

• Provide allergen information, dietary lists, and event details

• Issue weekly culinary updates and operational bulletins

5. HR & Crew Support

• Assist with embarkation and debarkation processes

• Prepare duty rosters and track attendance and overtime

• Support performance reviews and disciplinary documentation

• Maintain training records and onboarding documentation6. Operational & Food Safety Support

• Distribute menus, labels, allergen cards, and signage

• Ensure completion of HACCP, sanitation, temperature, and chemical logs

• Manage maintenance tickets related to food safety equipment

• Standardize labeling, rotation codes, and buffet signage7. Training & Onboarding Coordination

• Coordinate pre embark and onboard training programs

• Track mandatory training completion and audit evidence

• Support safety training, HACCP walkthroughs, and outbreak prevention drills

• Maintain the culinary training matrix and evidence files

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