Administrative Assistant of Culinary

Mandarin Oriental Jakarta is looking for a Administrative Assistant of Culinary to join our Kitchen team.

Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional. 

Mandarin Oriental is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognised for creating some of the world’s most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences.

After completion of an extensive renovation, Mandarin Oriental, Jakarta, will emerge fully rejuvenated to reclaim its status as the city’s premier address for both business and leisure. Mandarin Oriental, Jakarta will be positioned as Jakarta’s most luxurious and contemporary hotel, offering exemplary personalized service in well-appointed surroundings. Mandarin Oriental, Jakarta is operated and owned by the Mandarin Oriental Hotel Group.

About the job

Based Mandarin Oriental Jakarta, the Administrative Assistant of Culinary is responsible for maintaining effective daily communication with all Culinary, Food & Beverage, and operational departments is essential to ensure smooth coordination and efficient operations. The Administrative Assistant of Culinary reports to the Executive Chef.

As Administrative Assistant of Culinary, you will be responsible for the following duties:

1. Executive Chef Administrative Support

• Provide administrative support to the Executive Chef and assist in the smooth operation of the Kitchen Division.
• Manage the Executive Chef’s calendar, appointments, and schedules.
• Prepare presentations, reports, business correspondence, and other documentation required by the kitchen office.
• Take meeting minutes as requested and follow up on action items.
• Organize work priorities and track pending projects.
• Handle and direct inquiries to the appropriate person.
• Perform any other duties assigned by the Executive Chef.

2. Communication & Coordination

• Answer and manage incoming and outgoing telephone calls, emails, messages, and faxes according to hotel standards.
• Ensure timely response and dissemination of all correspondence and communications.
• Coordinate with kitchen colleagues and other departments to maintain an efficient flow of communication.
• Act as a communication link between the Executive Chef, kitchen team, F&B departments, and other hotel departments.
• Arrange all logistics for meetings, including room bookings, setups, and meeting materials.

3. Documentation, Reporting & Records Management

• Maintain office correspondence and filing systems in a proper and sequential manner.
• Prepare and ensure accuracy of all correspondence, reports, and documents.
• Maintain and update departmental records and files, including: Banquet Event Orders (BEOs), Daily Kitchen Reports, Kitchen Duty Rosters, Room Occupancy Reports, Forecasts and Budgets, HACCP Reports and Updates, Training and Manning Guide Records
• Other kitchen and F&B operational documents as required
• Follow up with kitchen staff regarding training records and departmental requirements.

4. Office Administration & Compliance

• Monitor, requisition, and control office supplies and follow up on deliveries.
• Ensure proper control and usage of office resources.
• Maintain cleanliness and organization of the office.
• Adhere to hotel policies on attendance, timekeeping, hygiene, and grooming standards.
• Support overall administrative efficiency within the F&B and Kitchen Departments.

As Administrative Assistant of Culinary, we expect from you:

Educational Background 

• High School Diploma or Equivalent
• Two-year degree or Apprenticeship

Experience 

• Minimum of a High School diploma.
• A minimum of 3 years of administrative experience.
• Previous experience in luxury service industry, preferably hotel industry.
• Must possess ability to coordinate with multiple tasks.

Skills & Competencies 

• Computer literacy.
• Excellent English and Indonesian communication skills both written/verbal.
• Must have the ability to take minutes/dictation.
• Excellent organizational skills.
• Ability to maintain a high degree of confidentiality.
• Must possess ability to coordinate with multiple tasks.

Technical Proficiency 

• Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
• Familiar with hotel and operational systems such as SunFish HR, SCM (Supply Chain Management), SevenRooms, Alice, SharePoint, DocuSign, and People+ (Assess My Team Potential).
• Ability to prepare reports, presentations, maintain databases, and manage administrative documentation with accuracy.
• Strong data entry, filing, and document management skills.. 

Our commitment to you

• Learning & Development. Your success is our success. We craft unique learning and development programmes for various stages in your career so that you grow, continuously.
• MOstay. When you work as hard as our colleagues do, it’s important to take time off. As a member of the #MOfamily, you can stay with us wherever you go in the world. The MOstay programme offers complimentary nights and additionally attractive rates on rooms for you and your loved ones.
• Heath & Colleague Wellness. Finding the right work-life balance is important. Your wellbeing matters to us. A variety of health benefits and wellness programmes are offered to all our colleagues, globally.
• Retirement Plans. When you show commitment to us, we reciprocate. We offer different retirement plans depending on the length of your service and your role.
• Health Insurance. Supporting your health is part of supporting your success. Comprehensive health coverage is provided to support your wellbeing and your family.
• Duty Meals. Good food fuels great work. Enjoy daily meals prepared fresh by our MO Makan - Colleague Restaurant Kitchen.

We’re Fans. Are you?