Kitchen Coordinator / Secretary

The Role

Under the guidance and supervision of the Executive Chef, and within the limits of the established Mövenpick Hotel & Resort Cam Ranh policies and OSM (Operational Standards Manual), his/her responsibilities are to help in ensuring that all aspects of the Kitchen Office are running smoothly in terms tidiness, communication, filing, correspondences, record keeping and so on.

He/she is assisting the Executive Chef in office organization, appearing as a bridge between the Kitchen Office and Operation as well as other departments.

In performing these duties, he/she maintains good relations with his/her colleagues and other Department Heads all the time as a person representing the Kitchen Office internally as well as externally.

SCOPE

The Kitchen Coordinator / Chef’s Secretary must be thoroughly familiar with all Mövenpick Hotels & Resorts Operational Standards Manual. She assists the Executive Sous Chefs and Sous Chef to fulfill their daily operational needs. She must also accomplish obligations and goals as outlined below.

 Assist the Executive Chef in all administrative areas.

 Is able to speak proper English and can translate to Vietnamese Language and vice versa.

 Perform as per OSM Standards and in line with the 7 key issues and 4 corner stones.

 Be fully aware of the F&B promotions for the day

 Proper grooming at all times

 Attend training classes as per schedule.

 Show fullest cooperation and respect within the team and other departments

 Is aware of the daily activities and has product knowledge of all the hotel facilities

Responsibility & Authority:

Internal: Work in harmony with all staff, especially Outlet Heads and Department Heads

External: Clients of the hotel, contractors, business related partners and suppliers.

Materials: All related material concerning his/her department, machines, administrative & operating supply, etc.

More detailed duties and responsibilities are listed attached in form of a checklist and are not meant to be complete. Local legislation and requirements may ask for adaptation and amendments. To fulfill the duties, the jobholder is given the relevant authority to reach the goals by the Executive Chef.

Keeps information received or heard discrete and confident at all the times and in any situation to maintain the privacy of people and to protect business information.

Duties & Responsibilities:

1. Handles all correspondence in and out of the office.

2. Handles telephone calls and appointments.

3. Arranges the meeting calendar of the Executive Chef.

4. Types the dictation for letters and memos.

5. Arrange for various meetings and take minutes.

6. Establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate.

7. Function as an administrative link to ensure that all parties receive the relevant information respectively.

8. Organize business travel arrangements and other duties as assigned.

9. Keep calendar constantly updated to facilitate appointment and meeting schedules

10. Translates menus and other correspondences into Vietnamese Language when necessary.

11. Prepare, assemble and distribute various reports and documents.

12. Enters and compiles the kitchen team’s weekly/monthly work schedule into the proper medium.

13. Makes store requisitioning in regards of stationary requirements.

14. Coordinates the flow of information between Kitchens, Store, Sales and F&B Departments.

15. Organizes the internal promotional print-outs, which concern Executive Chef.

16. Performs other duties assigned by the Executive Chef.

General / Miscellaneous:

1. Ensures all Kitchen & Stewarding staff are thoroughly familiar with the Hotel’s emergency procedures and is in a state of preparedness for any emergency which may occur.

2. Compiles an annual vacation plan for the Kitchen & Stewarding department and maintains a monthly overview of vacation - and public holiday balance of all his/her staff and delivers a monthly consolidated summary to the Executive Chef.

3. He/she is familiar with all related company documentation and especially with the relevant Operational Standards Manual for his/her field of responsibility.

4. Assists in the operation as assigned by the Executive Chef.

5. Overlooks reservation and events correspondence from restaurants as required and assigned by Executive Chef.

6. Other duties as assigned.

Special:

1. Perform duties in a manner that respects Mövenpick Hotels & Resorts’ Core Behaviours which are Trust, Relationship, Entrepreneurship and Drive.

2. Carry out any other reasonable task (which may not be stated here) as requested.

Administration:

1. The ability to display an interest in all kitchen and hotel activities and help colleagues when and where ever possible

2. The ability to respond properly in any hotel emergency or safety situation.

3. The ability to be able to come to any and all kitchen meetings whilst on duty or otherwise.

4. The ability to sign acceptance for tools, knives, uniforms etc. And will pay back to the company for any loss or damage of said equipment.

5. Fill out the appropriate log sheets according our standard on a daily base

6. Be aware of accident prevention and help enforce safe work habits – zero accidents is our goal.

7. No employee to be on the property after working hours without signed authorisation from a manager except for meals in the staff cafeteria

8. Overtime will be approved on business demands by the Sous Chef or Executive Chef.

9. Any violation of the above-mentioned rules will be subject to disciplinary action.