Description

Seasons Catering's mission is where imagination and flavor have no boundaries. 

The Kitchen Administrator is responsible for providing administrative, organizational, and coordination support to kitchen operations in a Sous Chef led structure. This position serves as the primary point of first review for all event documentation and supports kitchen leadership by ensuring event information is complete, accurate, and resolved prior to execution. The Kitchen Administrator supports the Sous Chef and kitchen leads by managing calendars, meetings, documentation, timelines, and interdepartmental communication, allowing kitchen leadership to focus on food quality, execution, and staff performance.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Performs the following duties, but not limited to:

Event Documentation Review & Coordination

• Conduct the initial, detailed review of all BEOs, event menus, and event notes
• Verify accuracy and consistency across all event documentation, including menus, guest counts, service style, timelines, and logistical notes
• Identify missing information, discrepancies, or unclear details impacting kitchen execution
• Compile questions and route clarification requests directly to Front of House (FOH)
• Track responses and ensure updates are reflected in finalized event documents
• Confirm event documentation is complete and kitchen-ready prior to review by the Sous Chef
• Perform other duties as assigned

Event Walk-Throughs & On-Site Planning

• Attend event walk-throughs as required
• Review on-site logistics, layout, timing, and flow as they relate to kitchen execution
• Create and maintain on-site event timelines to support kitchen and service coordination
• Communicate finalized timelines to the Sous Chef and relevant kitchen leadership
• Enforce food safety, sanitation, and personal hygiene standards at all times in the kitchen and during events, monitoring compliance with Health Department guidelines and internal protocols
• Ensure safe equipment use in both kitchen and warehouse spaces; coach staff on proper handling when needed
• Support a culture of safety by identifying risks and reporting maintenance issues promptly

Meetings and Communication/ Calendar & Review Management

• Attend the weekly General Meeting
• Attend the Event Manager (EM) / Kitchen Meeting
• Capture kitchen-relevant updates, changes, and deadlines discussed during meetings
• Communicate confirmed information, timelines, and action items to the Sous Chef and kitchen leadership as appropriate
• Manage the kitchen review calendar, including scheduling required:
• Event reviews
• Pre-event checkpoints
• On-site walk-throughs and planning reviews
• Operational or planning reviews
• Coordinate review timelines to ensure the Sous Chef and kitchen leads are able to execute required reviews
• Track deadlines and send reminders to support timely completion
• Update calendars as event details change and communicate adjustments clearly

Administrative & Systems Support/ Scheduling & Workforce Administration

• Maintain kitchen documentation, records, logs, and reports
• Organize invoices, delivery receipts, and vendor paperwork
• Perform data entry and administrative follow-up related to kitchen operations
• Update calendars as event details change and communicate adjustments clearly
• Track staff availability, PTO requests, and call-outs
• Prepare draft schedules for Sous Chef review and approval
• Communicate finalized schedules and schedule changes
• Maintain attendance and scheduling records

Inventory Documentation & Pricing Accuracy / Compliance & Documentation

• Maintain inventory records and historical documentation
• Ensure inventory pricing is accurate and up to date in the database
• Update inventory pricing based on vendor invoices and cost changes
• Identify discrepancies and flag them for review
• Maintain sanitation, temperature, and inspection logs
• Track required certifications and training documentation
• Prepare documentation for health inspections and audits

Scope of Authority

The Kitchen Administrator provides administrative and coordination support to the kitchen team and does not exercise independent discretion over culinary or operational decision-making.

Specifically, this role is not independently responsible for:

• Making culinary, production, or operational execution decisions
• Creating or independently managing prep lists or order sheets
• Determining vendor selection, or purchasing decision
• All culinary planning, prep direction, ordering decisions, staffing leadership, and execution oversight remain under the direction and responsibility of the Sous Chef and designated Kitchen Leadership

Requirements

Required Skills & Knowledge 

• Excellent leadership qualities
• Ability to work well under pressure
• Strong English, both written and oral, communication skills
• Outstanding organizational and time management skills
• Comfortable navigating Google Suite (Docs, Sheets, Calendar) and Total Party Planner for prep lists, recipes, and event coordination
• Ability to multitask and independently prioritize tasks while working within a larger leadership structure
• Dependability and adaptability
• Ability to multitask and prioritize daily workload
• Must maintain a positive, friendly, supportive attitude, and professional image at all times
• Ability to work independently and within a team to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Excellent time management, organizational, and communication skills
• In-depth knowledge of food safety, sanitation standards, and health regulations
• Commitment to representing the values and culture of Seasons Catering in a professional and positive way

Education & Experience 

• High School Diploma or GED preferred
• Previous Administrative or Operations experience
• Must have knowledge of service and food and beverage operations
• Familiarity with BEOs, event menus, walk-throughs, and event-driven workflows
• Experience coordinating across departments

 Certificates, Licenses and Registrations 

• Valid Driver’s License required and proof of driver’s liability insurance