Coordinator - Culinary Operations

Reynolds Lake Oconee; Greensboro (NC); On-site; USD 45,000 - 60,000; Full time

Job summary

Reynolds Lake Oconee is seeking an experienced Administrative & Project Support professional in Greensboro, NC to assist the Director of Culinary with correspondence, meeting logistics, and record keeping. You will also support daily purchasing, vendor communications, and HR-related tasks for the culinary team.

The role requires 3–5 years in hospitality administration, strong MS Office skills, and bilingual English/Spanish is a plus.

Qualifications

• Experience: Minimum 3–5 years of administrative experience in a food and beverage/hospitality environment.
• Education: Bachelor’s Degree preferred or 3–5 years of relevant work experience.
• Technical Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), timekeeping software, Canva, and basic drawing/desktop tools.
• Communication: Excellent verbal and written communication; bilingual English/Spanish is a plus.

Responsibilities

• Take dictation, record meeting minutes, and manage Director of Culinary correspondence (mail, email, telephone calls).
• Develop and maintain specialized forms, charts, and documents to support kitchen activities.
• Prepare meeting agendas, distribute necessary documents before meetings, and maintain accurate records.
• Type, edit, and distribute letters, memos, and other correspondence on behalf of the Director of Culinary.
• Maintain a fully stocked supply of office materials for kitchen management; order supplies when approved.
• Follow purchasing policies; assist with vendor communication and sourcing; maintain records in purchasing systems.
• Coordinate daily food purchasing needs with culinary leadership and Director of Purchasing.
• Organize the Director of Culinary's club event binder, update daily event calendar, and manage recognitions.
• Assist in HR processes for culinary team including onboarding and international intern housing coordination.
• Provide any other administrative or clerical support as needed.

Skills

Microsoft Office

Bilingual English/Spanish

Strong organizational skills

Customer service orientation

Hospitality experience

Education

Bachelor's Degree

3-5 years relevant work experience

Tools

Timekeeping software

Canva

Job description

Operational & Project Support

• Take dictation, record meeting minutes, and manage Director of Culinary correspondence (mail, email, telephone calls).
• Develop and maintain specialized forms, charts, and documents to support kitchen activities.
• Prepare meeting agendas, distribute necessary documents before meetings, and maintain accurate records.
• Type, edit, and distribute letters, memos, and other correspondence on behalf of the Director of Culinary, ensuring confidentiality and proper filing.
• Maintain a fully stocked supply of office materials for kitchen management. Order supplies when approved.

Daily Purchasing

• Follow all established purchasing policies, approved product specifications, food safety requirements, and receiving procedures,
• Assist the Director of Purchasing with vendor communication product sourcing, price comparisons, substitutions, and other daily purchasing initiatives.
• Maintain accurate purchasing records, purchase orders, vendor information, and other documentation within applicable purchasing and inventory systems.
• Review invoices and purchasing documentation for accuracy and assist with resolving pricing, quantity, and product discrepancies.
• Communicate product availability, substitutions, shortages, and significant price changes to the appropriate culinary leadership and Director of Purchasing.
• Place daily purchase orders with approved vendors and monitor order cut-off times, availability, pricing, and delivery schedules.
• Collect, review, consolidate, and submit daily orders for fresh product, meat, seafood, dairy, frozen, dry goods, and other culinary products.
• Coordinate daily food purchasing needs with Executive Chefs, Sous Chefs, and culinary leadership when needed.
• Work directly with Director of Purchasing to support daily culinary purchasing activities and ensure purchasing needs are aligned with property standards, approved vendors and purchasing procedures.

Event & Marketing Support

• Organize the Director of Culinary's club event binder (BEOs) and maintain an up-to-date daily event calendar. Put events into Outlook Calendar.
• Order and display Employee of the Quarter plaques; track birthdays, work anniversaries, and other significant events, and coordinate related employee recognition efforts.
• Update the kitchen information board daily with communications from the events team.
• Collaborate with the Director of Culinary and the marketing/communications team to assist where needed to create and send targeted e-blasts, design event menus, posters, and other promotional materials.

Human Resources Support

• Keep current employee phone lists and schedules accessible.
• Assist culinary team with processing status changes, performance reviews, requisitions and coaching/counseling processes to Human Resources team.
• Maintain reports tracking attendance, accidents, and other essential information. Communicate information to HR.
• Assist in the hiring and on-boarding process for culinary team members.
• Act as the liaison for international culinary interns: Collaborate with HR with housing, and transportation and communication.
• Coordinate cultural events and assist with department on-boarding.

Additional Duties

• Provide any other administrative or clerical support as needed.
• Adhere to all company policies and serve as a role model in upholding Reynolds Lake Oconee Core Values and Service Standards.
• Availability to work outside of normal business hours, including weekends and holidays, for club events and meetings as needed.

Qualifications

• Experience: Minimum 3–5 years of administrative experience in a food and beverage/hospitality environment.
• Education: Bachelor’s Degree preferred or 3-5 years of relevant work experience.
• Technical Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), timekeeping software, Canva, and basic drawing or desktop organizational software.
• Communication: Excellent verbal and written communication skills; bilingual English/Spanish is a plus.
• Other Attributes: Strong organizational skills, resourcefulness, customer service orientation, and the ability to follow directions accurately through completion.

Safety & Physical Requirements

• Safety: Follow all company safety and training programs; report hazards and on-the-job injuries promptly; take personal responsibility for safety.
• Physical Functions:
• May be required to stand, walk, climb stairs, balance, stoop, kneel, crouch, or sit for extended periods.
• Must be able to push, pull, or lift to 30 lbs. and maintain independent mobility.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.