Coordinator - Culinary Operations

Reynolds Lake Oconee; Northern (KY); Hybrid; USD 42,000 - 52,000; Full time

Job summary

Reynolds Lake Oconee is seeking an experienced administrative professional to support the Director of Culinary. This role handles dictation, minutes, correspondence, and forms for kitchen operations while maintaining filing systems and coordinating purchasing activities.

Responsibilities span purchasing, accounts payable, HR onboarding, and event support, with collaboration across culinary leaders and marketing.

Qualifications

• 3–5 years administrative experience in food & beverage/hospitality.
• Bachelor’s Degree preferred or 3–5 years relevant work experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), timekeeping software, Canva, and basic drawing or desktop organizational software.
• Excellent verbal and written communication; bilingual English/Spanish a plus.
• Strong organizational skills, resourcefulness, and ability to follow directions.

Responsibilities

• Take dictation, record meeting minutes, and manage Director of Culinary correspondence.
• Develop and maintain forms, charts, and documents for kitchen activities.
• Prepare meeting agendas and distribute documents; maintain accurate records.
• Type, edit, and distribute letters on behalf of the Director of Culinary.
• Maintain stocked office materials and order supplies.
• Create and update recipe booklets, prep lists, and other culinary documents.
• Assist with labor tracking, budgeting, and AP invoices.
• Align property specs set by the Director of Culinary.
• Coordinate with chefs on kitchen design materials and quotes for capital projects.
• Work with Marketing to update website as needed.
• Follow purchasing policies and assist Director of Purchasing with vendor communications.
• Maintain purchasing records, POs, and vendor information; review invoices.
• Communicate product availability and price changes to culinary leadership.
• Place daily purchase orders with approved vendors and monitor schedules.
• Coordinate with Executive/Sous Chefs on daily purchasing needs.
• Assist in HR onboarding and processing status changes for culinary team.
• Liaise with international culinary interns on housing and transportation.
• Coordinate cultural events and department onboarding.
• Provide other administrative or clerical support as needed.
• Adhere to Reynolds Lake Oconee Core Values and Service Standards.

Skills

Administrative experience

Attention to detail

Communication

Education

Bachelor’s degree preferred

3–5 years relevant work experience

Tools

Microsoft Office

Timekeeping software

Canva

Desktop organizational software

Job description

• 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.

Operational & Project Support

• Create and update recipe booklets, prep lists, and other culinary documents.
• Assist with labor tracking, budgeting processes, and processing invoices for Accounts Payable.
• Align property specifications set by the Director of Culinary.
• Assist with kitchen design materials needed from chef, future development projects, and obtain multiple quotes for capital projects and equipment needs.
• Work with accounting for capital projects and completion of capital once received.
• Maintain both physical and computer filing systems and coordinate website updates with Marketing as needed.

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
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