Kitchen Admin

JOB SUMMARY

The Kitchen Admin is responsible for schedules, giving information to the caller, taking direction, and otherwise relieves officials of clerical work and business detail by performing the duties.

RESPONSIBILITIES

Operational

• Reads and routes incoming mail. Locates and attaches appropriate files to correspondence to be answered by the employer.


• Take dictation in shorthand or by machine and transcribe notes on typewriters or computers.


• Daily O2 Beach Club & Spa news and types routine correspondence.


• Files Correspondence and other records.


• Answers the telephone and gives information to callers or routes to appropriate officials and places outgoing calls. Take messages when appropriate.


• Schedule appointment for employer.


• Greet visitors, ascertain the nature of business and conduct visitors to employers.


• Arranges travel schedule and reservation.


• Compiles and types of statistical reports.


• Record meeting minutes of staff, including the shift line AM/PM.


• Make copies of correspondence or printed matter.


• Prepares outgoing mail


• Distributes internal memos and correspondence to the appropriate department and head of the departments.


• Compiles guests’ comments on a monthly basis. Distributes to various departments and sends mail thanking guests for comments.


• Follow up of guest function sheet and special request form the restaurant team.


• Attends daily briefings, departmental or other meetings as required.


• To keep all the Audit Documents in a safe place within company requirements.


• Adheres to company policies, standard and procedures, including health and safety, fire prevention, Hygiene, Workplace Safety, HACCP documents and Hygiene and Discipline.


• Attends training Courses as agreed with the Human Resources Department or your Supervisor.


• In Addition to the duties which this job normally entails, you will be required to be completely flexible in this position and must be prepared to undertake such other work as may be assigned to you by the company from time to time. Such work can be done outside the area of your normal duties.


• This job description will be amended from time to time. You will be notified of such amendments in writing and your job description will be held to have been automatically updated. A new job description will be issued at the appropriate time.

People Management 

• In collaboration with the Kitchen management team, manages, motivates and monitors the performance of the Kitchen team. 


• Actively participates in the recruitment process for the department by identifying staffing needs and shorting potential candidates by utilizing the company’s HRIS (BambooHR).


• Conducts candidate interviews as required, and informs the human resources team of successful candidates in a timely manner.


• Assists the Kitchen management team in identifying candidates that are not performing to the expected standards of the company and recommend what steps should be taken.


• Along with the Kitchen management team, comanages the performance management process within the department by providing continuous and constructive feedback, keeping communication lines open, providing clarification of expectations and identifying areas for improvement.


• To ensure that department goals are clear and in alignment with company objectives, AAA 5 Diamond standards and LQA Benchmark standards, and shared with staff to maximize on performance expectations.


• Actively coaches the department’s staff to unlock team member’s potential and growth, help them to develop new skills and to aid in promoting individual responsibility, in collaboration with the Kitchen management team.


• Shares the responsibility with the Kitchen management team in conducting annual performance appraisals for department staff, ensuring that the process is fair, free of biases, accurate, and promotes the overall purpose of the performance management system.


• Able to access and identify department conflicts and infractions against company policies / procedures, and understands how, when and what form of disciplinary action should be taken.


• Plan and execute frequent team building activities, in an effort to maintain the momentum and productivity of all staff within the department.
  
  

Training and Development 

• In collaboration with the Kitchen management team, comanages all aspects of Training and Development and Talent Management to maximize on staff, personal and professional growth, in accordance with company’s Human Resources - Training and Culture Development team initiatives and to agreed AAA 5 Diamond standards and LQA Benchmark standards.


• Along with the Kitchen management team, identifies and conducts assessments to determine what training needs are required for staff within the department to increase job knowledge.


• Monitor guests' feedback and provide feedback on how staff could improve on their overall performance.


• Communicate with the Kitchen management team to recommend and assist with the creation and implementation of training plans, based on assessment and guests’ feedback.


• Liaise with the Kitchen management team and the Human Resources - Training and Culture Development team to support the department’s development objectives and ensure that staff are equipped with the necessary tools and materials to effectively execute their daily tasks.


• To carry out or ensure that regular On-the-Job training is taking place to align with the AAA 5 Diamond standards and LQA Benchmark standards.

KNOWLEDGE, SKILLS AND PERSONAL ATTRIBUTES

Knowledge

• Must possess a general secondary school degree/ high school diploma or international equivalent.


• Minimum of four ordinary passes in CXC examination subjects or the equivalent, including English and Mathematics, or three years work experience in a five-diamond resort or similar.


• At least 3 years’ experience in an administrative role


• Full competency in the use of the computer systems and Windows applications including Word & Excel. Must be knowledgeable in the operation of Property Management Systems (PMS) software.

Skills

• Strong administration skills.


• Creative and innovative.


• Hands-on approach to all operational aspects.


• Excellent communication skills and computer skills.


• Initiative and Self-motivated.


• Ideal training and coaching skills.

Personal Attributes

• Hospitality


• Creativity


• Reliability


• Compatibility


• Integrity


• Flexibility


• Consistency 


• Leadership


• Professional deportment


• Commitment to customer service