Kitchen Administrator

Pullman; Kuala Lumpur; On-site; MYR 33,000 - 51,000; Full time

Job summary

Pullman Kuala Lumpur is seeking a Kitchen Administrator to provide essential administrative support to the Executive Chef and Culinary team, ensuring accurate documentation and smooth daily kitchen operations.

You will maintain kitchen records, prepare reports, coordinate staff schedules, and liaise with Purchasing, Stores, HR, Finance, and other departments to support a high-standard luxury kitchen environment.

Qualifications

• Diploma or Certificate in Hotel Management, Hospitality Management, Business Administration, Food & Beverage Management or a related discipline.
• Relevant experience in Kitchen Administration or similar role within luxury hospitality is preferred.
• Strong administrative and documentation skills with attention to detail.
• Excellent English communication and ability to coordinate with multiple hotel departments.

Responsibilities

• Provide daily administrative and clerical support to the Executive Chef, Sous Chefs, and Culinary team.
• Maintain accurate kitchen records, files, reports, and departmental documentation.
• Prepare and manage correspondence, reports, notices, memos, and meeting minutes.
• Assist with kitchen staff scheduling, rosters, attendance, and training documentation.
• Coordinate meetings, trainings, and maintain relevant records.
• Assist with purchase requisitions, supply and maintenance requests, and documentation.
• Liaise with Purchasing and Stores on orders, deliveries, and stock availability.
• Monitor kitchen administrative expenses, invoices, and purchase orders as needed.
• Maintain records related to food safety, HACCP, hygiene, and temperature logs.

Skills

Administrative skills

Organizational skills

Documentation

MS Office

Communication

Multitasking

Interpersonal skills

Attention to detail

Education

Diploma or certificate in Hotel Management, Hospitality Management, Business Administration, F&B Management

Tools

Microsoft Office Suite

Job description

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The Kitchen Administrator provides efficient administrative and clerical support to the Executive Chef and Culinary team, ensuring accurate documentation, effective communication, and smooth coordination of daily kitchen operations. The role works closely with Culinary, Stewarding, Purchasing, Stores, Human Resources, Finance, and other hotel departments.

Responsibilities

Provide daily administrative and clerical support to the Executive Chef, Sous Chefs, and Culinary team.

Maintain accurate and organized kitchen records, files, reports, forms, checklists, and departmental documentation.

Prepare and manage correspondence, reports, notices, memos, meeting minutes, and other kitchen-related documents.

Assist with preparation and maintenance of kitchen staff schedules, duty rosters, attendance records, leave records, and training documentation.

Coordinate departmental meetings, briefings, training sessions, and maintain relevant records.

Assist with the preparation and processing of purchase requisitions, supply requests, maintenance requests, and other departmental documentation.

Liaise with Purchasing and Stores regarding orders, deliveries, stock availability, and kitchen operating supplies.

Assist with monitoring kitchen administrative expenses, invoices, purchase orders, and supporting documents where required.

Maintain records related to food safety, HACCP, hygiene, cleaning schedules, temperature logs, and other compliance documentation.

Assist the Executive Chef with preparation of monthly reports, inventories, statistics, forecasts, and other management information.

Coordinate and maintain menus, recipes, function sheets, event information, and other culinary documents.

Provide administrative support for banquets, special events, VIP requirements, promotions, and other culinary activities.

Follow up on outstanding requests, equipment maintenance, repairs, and other operational matters to ensure timely completion.

Maintain confidentiality of staff information, departmental records, management communications, and business information.

Ensure proper filing, document control, and timely retrieval of kitchen records.

Communicate professionally with hotel departments, suppliers, contractors, and other external parties when required.

Ensure all administrative duties are carried out in accordance with hotel policies, procedures, and standards.

Support the Executive Chef in maintaining an organized, efficient, and well-documented kitchen operation.

Perform other reasonable duties assigned by the Executive Chef or Hotel Management.

Qualifications

Diploma or Certificate in Hotel Management, Hospitality Management, Business Administration, Food & Beverage Management, or a related discipline. Relevant experience may be considered.

Previous experience in a Kitchen Administrator, Culinary Administrator, F&B Administrator, or similar administrative role within a five-star hotel, luxury resort, restaurant, or hospitality environment is preferred.

Good understanding of hotel, kitchen, or food and beverage operations is an advantage.

Strong administrative, organizational, filing, and documentation skills.

Good computer skills, particularly Microsoft Office applications and general office systems.

Strong attention to detail with the ability to maintain accurate records and meet deadlines.

Good written and verbal communication skills with a strong command of English.

Ability to manage multiple administrative tasks and prioritize work in a fast-paced environment.

Good interpersonal skills with the ability to work effectively with Chefs, colleagues, hotel departments, suppliers, and external parties.

Professional, organized, proactive, reliable, and service-oriented personality.

Able to maintain confidentiality and handle sensitive departmental information appropriately.

Willing to work flexible hours, weekends, public holidays, and hotel events when required.

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