Culinary Administrative Assistant

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OVERVIEW

Support the Culinary leadership team with activities designed to fulfil the divisions' strategies and objectives. Provides secretarial, clerical, and personal assistant support necessary for the smooth and productive functioning of the office. Provide support in daily administrative tasks to support departmental business operations.  

KEY RESPONSIBILITIES

Administration

• Provides administrative support to Culinary Head and ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions. 
• Locates and attaches appropriate file correspondence to be answered by the Culinary Head 
• Types, files, and upkeeps all private and confidential matters related to the department. 
• Gains understanding in Opera to assist the Culinary Head in communication with guests
• Learns Delfi to efficiently create BEOs when needed by the Culinary Head
• Uploads all culinary schedules into OnTrack, ensuring all associates are correctly categorized
• Proficient in Birchstreet to assist the Culinary Heads in placing POs and Reqs
• Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval. 
• Ensures all files are kept up-to-date at all times. 
• Prepares the relevant materials for all meetings attended by the Culinary Heads: Daily operations meeting, executive committee meetings, interviews, and department meetings. 
• Ensures specific guest requests related to the culinary department are quickly and efficiently answered
• Answers telephone and gives information to callers or routes call to appropriate office and places outgoing calls. 
• Makes copies of correspondence or other printed matters. 
• Types, takes dictation and minutes, draft letters, files and traces and compose correspondence. 
• Reads and routes incoming mail and outgoing correspondences.  
• Handles outgoing mail by courier. 
• Ensures travel authorization forms are fully completed and signed by the respective executive before handing over to the Director of Finance for signature. 
• Handles monthly requisition of stationeries/general.
• Checks and updates associates’ attendance records for Division Head’s approval
• Obtains associate’s manual timecards with signatures before forwarding it to Paymaster. 

Guest Satisfaction

• Ensures the delivery of brand promise and provides exceptional guest service at all times. 
• Provides excellent service to internal customers in other departments as appropriate. 
• Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to make sure problems are resolved satisfactorily. 
• Maintains positive guest and colleague interactions with good working relationships. 
• Greets visitors, ascertains nature of business, and directs visitors to appropriate associate. 

Operations

• Assists in the preparation of the annual business plan. 
• Ensures that minimum brand standards have been implemented. 
• Ensures that all Culinary Essentials are implemented. 
• Responds to the results of the consumer audit and ensures that the relevant changes are implemented. 
• Works closely with other associates in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests. 
• Works in a supportive and flexible manner with other departments, in a spirit of “We work through Teams”. 
• Ensure new technology and equipment are embraced, improving productivity whilst taking work out of the system. 

Other Duties

• Ensuring that all guests are made to feel welcome and appreciating the richness of cultural diversity of your clients, associates and location. 
• Solve and manage guests’ issues in a professional manner 
• Ensure confidentiality and security of all data and documents in the property 
• Abides by the Rosewood Hotel and Resorts Associate handbook 
• Abides by the Rosewood Hotel and Resorts Confidentiality Code of Conduct 
• Works with a sense of Aloha and in respect of the Hawaiian culture and tradition 

Group Specific

• Contribute to ensuring that brand integrity and clarity are always maintained. 
• Is a “Brand Ambassador” at all times and ensures brand integrity and clarity are always maintained. 
• Model the company’s culture, vision, mission and core value sat all times. 
• Works with a sense of Aloha and in respect of the Hawaiian culture and tradition 
• Complies to the company policies. 
• Works with a sense of Aloha and in respect of the Hawaiian culture and tradition 
• Takes on other tasks in addition to the ones stated, in a reasonable framework. 

While this is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates. 

$28.41-$32.67/hourly