Culinary Administrative Coordinator

Job Details

Description

This position will provide admin support for all Culinary operations, consisting of scheduling, purchasing, maintenance, HR, task tracking, recipes, inventory etc. This position will ensure consistent communication across all Culinary operations and cooperating divisions of the Resort. As the Culinary Admin Coordinator, you will maintain detailed notes, act as a point of contact, and drive incoming and outgoing requests to guarantee support for all functions of Nemacolin’s Culinary Division.

Principal Duties And Essential Responsibilities

General Administrative Support

• Maintain office supply inventories, place orders as needed on a monthly basis
• Open and process all mail
• Pull reports from payroll system as requested for labor, compliance, retention, or tax purposes
• Oversee administration of all software, including but not limited to Schedules, POS, Payroll System, maintenance software, and delivery third party platforms
• Create and send all scheduled e-mails and communication to teams
• Assist with other administrative tasks as assigned
• Taking notes for meetings and during tastings – sending out recaps
• Writing recipes
• Production of Comp Sets
  
  

Accounting, Bookkeeping, Inventory

• Process accounts payable and receivable including: enter and verify bills, invoices, and purchase orders, ensuring all standard operating procedures are being followed
• Set up and maintain financial records in paper and cloud-based file systems
• Main point of contact for all purchasing and inventory related requests
• Maintain confidentiality regarding the organizations financial and personnel information
• Process payroll in a timely and accurate manner
• Review timesheets and tip sheets on a daily basis to ensure accuracy
• Follow up with employees regarding any discrepancies in time cards or tips
• Maintain accurate records of paid time off, including sick pay
• Ensure payroll processes maintain compliance with all federal, state, and city laws as well as the organization’s standard operating procedures
• Process reimbursements or payouts for managers
• Audit and finalize weekly payroll for all employees to HR for final processing and review
• Maintain proper and accurate records of time cards, adjustment sheets, wage withholdings, etc. per the organizations filing system
• Maintain Kitchen schedule and any PTO requests
• Assist in preparation for monthly, quarterly or annual audits as needed
• Prepare all weekly, monthly, quarterly or annual reports and financial statements for review by controller or operations
• Maintain the cash banking system per the standard operating procedures, including but not limited to, reconciling daily cash, performing safe counts, tracking and preparing all cash deposits or withdrawals, managing the petty cash and payouts
• Maintain the credit card tracking system for the location - tracking all purchases and uploading receipts per company’s standard operating procedures
• Operate and manage Eatec platform for all purchasing and inventory needs
• Enter Inventory on a regular basis as required by standard operating procedures
  

Human Resources and Compliance

• Maintain accurate employee records
• Oversee new hire onboarding
• Onboard potential new employees per managers’ submissions
• Provide all relevant training materials and orientation information to new hires
• Answers any employee questions about policies and procedures and refers to Human Resources department as needed
• Manage administration of employee life cycle events including pay rate and position changes, employee contact information, and separations
  

On Site Compliance

• Manage on site compliance - ensuring all required legal postings are accurate, displayed appropriately, and complete at all times
• Perform quarterly audit of the above to ensure compliance, submitting checklist to HR as required
• Request, order, or otherwise replenish any posting that is not accurate or is missing
• Liaise with HR in requesting audits and provide accurate information to on site Chefs to ensure compliance
• Coordinate with maintenance for repair of equipment and facilities
  
  

The right person for this role will possess the following qualities:

• Integrity – consistently works with the best interest of the company at all times by maintaining transparency and making every effort to protect confidentiality
• Resourcefulness – anticipates probable issues and takes action to proactively to resolve
• Problem Analysis and Problem-Solving – uses critical thinking in identifying the actual problem, root causes and context, before developing and implementing a solution
• Organization – properly sets priorities, allocates and uses resources appropriately, and has the ability to work efficiently in an office setting
• Communication – exhibits effective and professional verbal and written communication
• Attention to Detail– strives for and achieves thoroughness and accuracy in all aspects of job functions
• Flexibility – can easily move back and forth between different job demands. Able to wear multiple hats within a defined space or time frame, for long or short periods of time
  
  

WHY WORK FOR NEMACOLIN?

Kick-start your career at Nemacolin, a world-renowned luxury resort nestled in southwestern Pennsylvania. Nemacolin boasts an unparalleled blend of elegance and adventure, offering an array of amenities that redefine luxury. With two Forbes-rated hotels from which to choose, guests are treated to the epitome of comfort and style. A five-star, five-diamond restaurant sets the stage for exquisite dining experiences, while our on-site wildlife habitats bring animal encounters to a whole new level. The opulent spa, championship golf courses, and a range of outdoor activities, including fly fishing, skiing, and snowboarding, provide a holistic and exciting getaway.

As a part of the Nemacolin team, you'll have the chance to work in a dynamic and supportive environment where your skills and passion will flourish. We believe in fostering growth and providing our team members with opportunities to shine and advance in their careers. Join us in delivering unparalleled experiences that leave lasting memories for our cherished guests and members. Real Life Magic meets boundless opportunity at Nemacolin. Come, be a part of it!

Associate Perks

What is in it for you? As a Nemacolin associate, you won’t just have a bright future — you’ll have a bright present! You are invited to join our warm, supportive community, where you’ll enjoy competitive wages, exciting events, a full suite of benefits, discounts, and perks, and access to amenities at our associate community Wisteria.

• Attractive 401(k) plan
• Paid vacation, holidays, and personal hours
• Family medical, dental, and vision insurance. Long-term and short-term disability insurance
• Employee and educational assistance program
• Up to 40% off Retail, Spa, Activities, Food and Beverage at the Resort
• On-site uniform and dry-cleaning services
• Discounted meals during breaks in associate break areas
  
  

Wisteria Associate Community- Wisteria is Nemacolin’s way of showing our appreciation to our associates. This neighborhood is exclusive to associates and contains a Pub, Market, and Fitness Center. As a member of Team Nemacolin, you’ll enjoy these exclusive amenities.

Associate Recognition programs- Nemacolin realizes that our associates help to set us apart from other organizations in the industry through their commitment to providing exceptional service and their ability to consistently exceed guests’ expectations.

Nemacolin promotes a culture of continuous learning for our associates. We are strongly committed to comprehensive professional development programs:

• Opportunities for advancement – At Nemacolin, we encourage our associates to grow within the organization and gain experience in a variety of departments to better understand the hospitality industry. Nemacolin prides itself on promoting from within the organization, and many of our upper-level managers began in entry-level positions and advanced into their current roles.
• Mentoring and coaching programs – As a new associate, we provide a level of mentoring that is best suited to you to enhance your growth and career interests, while sharing knowledge, advice, and encouragement along the way.
  
  

(Keywords: Admin, Admin Assistant, Coordinator, Food and Beverage, Culinary)