Kitchen Operation Admin - #1162642

Job Summary:

The Central Kitchen Operation Admin is responsible for providing administrative and operational support to ensure smooth coordination between production, warehouse, logistics, and outlets. This role manages documentation, order processing, inventory records, production scheduling support, and reporting. The position plays a key role in maintaining accurate data, supporting workflow efficiency, and ensuring timely communication across departments.

Department: Central Kitchen / Operations
Reports to: Group Executive Chef
Work Location: Central Kitchen Facility

Key Responsibilities:

1. Production & Order Coordination

• Receive and consolidate daily orders

• Prepare and issue production order lists to kitchen team

• Coordinate with Central Kitchen Executive Chef and production team on daily output

• Track production progress and update status to relevant stakeholders

• Handle urgent or last-minute order changes

2. Operation Workflow Administration

• Support end-to-end workflow documentation from order → production → packing → delivery

• Ensure all required documents (production sheets, packing lists, delivery orders) are prepared accurately

• Maintain proper records of batch numbers, production dates, and expiry dates

• Ensure workflow compliance with SOPs and report any deviations

3. Inventory & Stock Control Support

• Update and maintain inventory records for raw materials, packaging, and finished goods

• Assist in stock issuance to kitchen and reconcile usage

• Monitor stock levels and alert relevant team for replenishment

• Support stock take and inventory audits

4. Warehouse & Logistics Coordination

• Prepare delivery schedules and coordinate with drivers/logistics team

• Generate delivery orders, invoices, and dispatch documents

• Track delivery status and resolve any discrepancies

• Coordinate returns, shortages, or damaged goods

5. Documentation & Data Management

• Maintain accurate filing of operational documents (orders, invoices, stock records, QC logs)

• Update system/ERP data for production, inventory, and delivery

• Ensure proper version control of SOPs and forms

• Prepare daily, weekly, and monthly reports

6. Quality & Compliance Support

• Assist in maintaining food safety and hygiene documentation (e.g. temperature logs, cleaning records)

• Support internal audits and external inspections (NEA, SFA, HACCP)

• Ensure traceability records for all production batches

7. Communication & Coordination

• Act as liaison between Central Kitchen, Warehouse, Procurement, Logistics, and Outlets

• Ensure timely communication of production schedules, stock issues, and delivery updates

• Support management with data and reports for decision-making

Requirements:

• Diploma or equivalent in Business Administration, Supply Chain, or related field

• 1–3 years experience in operations/admin, preferably in F&B or central kitchen

• Strong organizational and coordination skills

• Proficient in Microsoft Excel and basic ERP/inventory systems

• Good communication and multitasking ability

• Detail-oriented with strong accuracy in documentation

Key Performance Indicators (KPIs):

• Accuracy of order processing and documentation

• Timeliness of production coordination and delivery scheduling

• Inventory record accuracy and stock reconciliation

• Efficiency of workflow support and issue resolution

• Compliance with documentation and audit requirements