Culinary Administrative Office Clerk - Dollywood Theme Park - Full Time Seasonal

Culinary Administrative Office Clerk

At Dollywood Parks & Resorts, we create memories worth repeating! We are seeking a Culinary Administrative Office Clerk who will embody the heart and soul of our mission of creating memories worth repeating while bringing families closer together while caring deeply about our brand.

We want to work alongside someone who acts as an extension of our mission, values, and culture. The ideal Culinary Administrative Office Clerk will be equal parts curious learner, innovator, administrator, detail driver, mentor, and motivator.

This role exists to support the Culinary Administrative Office Lead by maintaining records, handling paperwork, processing invoices, and orders, coordinating communication between kitchen staff, vendors, and management. They ensure smooth back-of-house operations by keeping information organized, supporting compliance with food safety documentation and assisting leadership with administrative tasks.

Additionally, the ideal candidate will be able display and live out Lead with Love qualities, strongly rooted in the Dollywood Company culture, by being patient, kind, trusting, unselfish, truthful, forgiving, dedicated and accountable.

Summary of Essential Functions and Responsibilities

• Assists with office & some location based purchasing & receiving office related tasks, which may be both physical & administrative in function, including ordering, distributing, and stocking product, responding to escalation, vendors, and greet staff
• Coordinates & scribes in meetings, assist with updating special operational calendars on teams & SharePoint
• Operates and supports technology, systems, and software such as copy/scanners, computers, Microsoft Suite, Teams, Docusign, UKG, Malbek, and other interdepartmental & enterprise-wide systems
• Answers telephones, submits work orders, updates call lists, filing, preparing reports, distributing Mail, and acts a primary hub for supporting on park culinary business
• Assists with Inputting Payroll, Payroll exception & adjustment forms, time transfers, tracking & communicating weekly reports, verifying correct pay for hosts, adjusting missed punches
• Schedules & coordinates appropriate interviewers, Assist with Special Projects for onsite & off site events, requests, etc
• Assists with Special Projects for onsite & off-site events, requests & Office Cleaning
• Supports as needed the upkeep of office kitchen area, trash removal from offices
• Acts as the departmental Liaison for On-ground activity, and Interdepartmental communications
• Assists with managing, tracking, & responding to all guest services inquiries & Allergen Inquiries, etc
• Supports answering Guest inquiries, where and when necessary
• Supports with Managing, tracking, & order office supplies, and Mail room essential functions
• Assists with Communicating with suppliers, vendors, and internal departments as needed
• Supports the Culinary Administrative Lead by maintaining compliance and regulatory documentation (Health Scores, permits, licenses etc)
• Supports the Culinary Administrative Lead with the creation & execution of Contracts, PO payments, comp tickets, copiers & printers Create & distribute vendor passes, special Guest alerts/passes
• Supports the Processing of vendor contracts, vendor invoices, & receipts
• Assists with vetting, submitting and coordinated the activation & deactivation of new or departed Hosts from all relevant and accessible systems which may include, Key requests, Teams Requests, Email & IT Requests
• Assists with tracking and distributing monthly birthday & anniversary cards, sending flowers & other goodies for host care initiatives
• Supports the catering team with reviewing weekly BEO Packets, BEO Distribution, Catering bookings, menus, special event orders,
• Supports with maintaining departmental information postings and fill-in when needed as a communication liaison for the team, Host Hub Channel

Management reserves the right to change and/or add to these duties at any time

Education and Experience Required

• Age Requirement: Must be 18 years of age or older
• Previous administrative experience in food service or hospitality
• Technical Skills: Proficiency in Microsoft Office Suite
• Communication: Strong written and verbal skills for interacting with staff & vendors
• Education: High school Diploma
• Organizational Skills: Ability to handle multiple tasks under pressure
• Ability to safely operate company vehicles according to company policy. Must have valid driver's license, proof of auto liability insurance and acceptable motor vehicle driving record
• Offers of employment are contingent upon satisfactory completion of background screening which includes criminal history and motor vehicle record check

Knowledge, Skills, and Abilities

• Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees
• Must be self-motivated and disciplined
• Must be able to prioritize and complete work assignments on a timely basis
• Must maintain strict confidentiality and judgment regarding privileged information
• Must have professional appearance with good personal hygiene
• Must be productive in a fast-paced environment
• Must maintain dependable work attendance and flexibility with assigned work schedules including any required overtime, evenings, weekends and holidays
• Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines
• Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills
• Must be able to communicate effectively with Guests and Hosts using approved communication methods
• Able to collaborate with cross-functional teams to plan, execute, and deliver projects ahead of schedule, fostering open communication and mutual support to achieve shared goals
• Able to comprehend instructions and retain information
• Able to perform duties consistent with creating a safe and secure environment for hosts and guests
• Able to be flexible to handle frequent changes in priorities Able to add, subtract, multiply and divide with accuracy

Physical Requirements | Environmental Conditions

• Lifting and Carrying : Position may require occasional to frequent lifting of up to 50 lbs utilizing company's safety guidelines for safe lifting
• Mobility : Position may require intermittent to prolonged sitting, standing and/or walking for duration of shift, up to 13 hours
• Repetitive Movements : This position may require performing repetitive movements and tasks throughout the shift, including repeated use of hands, arms or other body parts as part of typical job functions
• Environmental Conditions : This position requires the ability to perform work tasks in varying weather conditions to include extreme cold and heat
• Cognitive and Sensory Requirements : This position requires strong cognitive skills, including the ability to think critically, solve problems, process and retain information, have attention to detail and communicate effectively using approved communication methods
• Able to meet the physical demands of the job
• This role may include: stooping, bending, high level of manual dexterity for operating small tools, walking on uneven ground, pulling, pushing, etc

The Dollywood Company is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. The Dollywood Company drives a welcoming culture where ideas and decisions from all people support our efforts to be relevant in an ever-changing world.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.