Culinary Administrator

Position Summary
The Culinary Admin is the culinary department’s administrative, compliance, and training felicitator. You enable outstanding documentation and inspections, ensure precise schedules and orders, coordinate cross-department communications, and deliver a structured training & onboarding program that keeps the team compliant, polished, and guest-centric

This position requires high attention to detail, strong system knowledge, and proactive coordination to support continuous improvement in fleetwide service and product delivery.

Key Responsibilities
1. Administration & Compliance

• Maintain culinary documents, templates, logs, and records
• Track certifications and training validity (HACCP, USPH/VSP, Food Handler, Safety, STCW)
• Prepare audit-ready documentation and support inspections
• Record meeting minutes, track action items, and follow up to closure
• Produce basic dashboards (guest feedback, compliance, training status)

2. Organization & Coordination
• Publish menus, production sheets, and event briefs
• Coordinate pre and post service briefings
• Support internal food safety audits and corrective actions
• Manage the Executive Chef’s calendar and inspection schedules

3. Ordering & Inventory Support (Administrative)
• Consolidate requisitions and track purchase orders
• Coordinate with Stores and Provisioning
• Monitor shortages, slow moving items, and delivery documentation

4. Communication & Liaison
• Act as the culinary point of contact with Finance, HR, Medical, Engineering, Housekeeping, and F&B Service
• Provide allergen information, dietary lists, and event details
• Issue weekly culinary updates and operational bulletins

5. HR & Crew Support
• Assist with embarkation and debarkation processes
• Prepare duty rosters and track attendance and overtime
• Support performance reviews and disciplinary documentation
• Maintain training records and onboarding documentation

6. Operational & Food Safety Support
• Distribute menus, labels, allergen cards, and signage
• Ensure completion of HACCP, sanitation, temperature, and chemical logs
• Manage maintenance tickets related to food safety equipment
• Standardize labeling, rotation codes, and buffet signage

7. Training & Onboarding Coordination
• Coordinate pre embark and onboard training programs
• Track mandatory training completion and audit evidence
• Support safety training, HACCP walkthroughs, and outbreak prevention drills
• Maintain the culinary training matrix and evidence files