Culinary Administrator / Chef Secretary (Pre Opening) - Waldorf Astoria

Hilton Worldwide, Inc.; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading global hospitality company is looking for a Culinary Administrator / Chef Secretary in Kuala Lumpur to support the Executive Chef during the hotel’s pre-opening. This role involves managing administrative workflows, coordinating communication, and ensuring the culinary department functions smoothly. The ideal candidate will have a diploma in Hospitality Management and previous administrative experience in a culinary or hospitality environment. Strong organizational skills and proficiency in Microsoft Office are essential for this position, offering a rare opportunity to impact a high-performing team.

Qualifications

• Previous administrative experience, preferably within a culinary or hospitality context.
• Ability to manage multiple priorities efficiently.
• Fluency in English, with additional languages as an advantage.

Responsibilities

• Provide comprehensive administrative support to the Executive Chef.
• Maintain accurate filing and documentation systems.
• Serve as a communication point between the culinary team and other departments.
• Develop pre-opening checklists and ensure all documents are ready.

Skills

Organizational skills

Excellent communication

Proficiency in Microsoft Office

Attention to detail

Education

Diploma or degree in Hospitality Management

Job description

Job Description – Culinary Administrator / Chef Secretary (Pre Opening) – Waldorf Astoria (HOT0C63Z)

Job Number: HOT0C63Z

Work Locations

Waldorf Astoria Kuala Lumpur
73, Jalan Raja Chulan, Bukit Bintang
Kuala Lumpur 50200

About Hilton

With thousands of hotels across more than 100 countries and territories, Hilton offers exceptional opportunities to inspire and delight. From warm welcomes to unforgettable dining experiences, we bring hospitality to life through every detail. Our portfolio includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton, and many more.

If you understand the vital connection between organization, communication, and operational success, you may be the talent we’re seeking. At Hilton, we never forget our purpose: to delight our guests, our Team Members, and our owners.

Role Overview

Are you highly organized, detail-oriented, and passionate about supporting world-class culinary operations?

We are seeking a proactive Culinary Administrator / Chef Secretary to support the Executive Chef and the culinary leadership team during the hotel’s pre-opening and ongoing operations. In this essential position, you will manage administrative workflows, coordinate communication, maintain documentation, and ensure the culinary department functions smoothly and efficiently.

If you excel in a dynamic environment and enjoy being the backbone of a high-performing team, this role offers you an exciting opportunity to make a meaningful impact.

What Will I Be Doing?

Administrative Support & Coordination

• Provide comprehensive administrative assistance to the Executive Chef and culinary leadership team.
• Manage calendars, schedule meetings, coordinate appointments, and organize departmental events.
• Prepare and distribute reports, meeting minutes, memos, and internal communications.
• Coordinate travel arrangements, training schedules, and departmental logistics as needed.

Documentation & Compliance

• Maintain accurate filing systems for departmental records, SOPs, training materials, and operational manuals.
• Assist with creating and updating culinary SOPs, recipe cards, kitchen operational documents, and checklists.
• Support compliance with HACCP, food safety documentation, and internal audit requirements by ensuring proper record‑keeping.
• Monitor and track document versions to ensure consistency and regulatory alignment.
• Assist with purchasing requests, quotations, supplier communication, and tracking of kitchen supplies and operating equipment.
• Support cost‑control processes including monitoring invoices, updating inventory spreadsheets, and managing petty cash records.
• Help prepare departmental budgets, forecasts, and month‑end reports.
• Coordinate with Finance, Procurement, Engineering, and other departments to facilitate smooth administrative operations.

Communication & Culinary Team Support

• Serve as a central communication point between the culinary team, other hotel departments, and external partners.
• Support onboarding and training processes by preparing documentation, distributing materials, and coordinating sessions.
• Assist in organizing menu tastings, F&B promotions, photo shoots, and special events in collaboration with Marketing and F&B teams.
• Help coordinate uniform distribution, team rosters, and attendance tracking.

Pre‑Opening Responsibilities

• Develop and organize pre‑opening checklists, equipment inventories, supplier lists, and training schedules.
• Assist in setting up office systems, internal communication structures, and workflow processes for the culinary department.
• Ensure all administrative tools, documentation, and operational resources are prepared ahead of opening.

What Are We Looking For?

A successful Culinary Administrator / Chef Secretary at Hilton should demonstrate the following:

• Diploma or degree in Hospitality Management, Business Administration, or related field.
• Previous administrative experience, preferably within a culinary, hospitality, or hotel environment.
• Strong organizational skills with the ability to manage multiple priorities efficiently.
• Excellent communication skills and professional etiquette, both written and verbal.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint), and familiarity with hotel systems is an advantage.
• Attention to detail, accuracy in documentation, and a proactive, solution‑oriented attitude.
• Ability to maintain confidentiality and handle sensitive information.
• Fluency in English; additional languages are an advantage.

What Is It Like to Work for Hilton?

Hilton is a global hospitality leader known for exceptional service, innovation, and a commitment to creating unforgettable experiences. Our vision—to fill the earth with the light and warmth of hospitality—brings us together every day as one team.

Our Team Members are the heart of our success, and we take pride in fostering a culture where you can learn, grow, and build an exciting, rewarding career.