【Gajoen Tokyo】Administrator (Kitchen Department)

Exceptional Hospitality Starts with You

Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! As a Culinary Administrator, you’ll be the key point of coordination for the Culinary department, working with temporary staffing services, kitchen-related vendors, and internal offices. By keeping people, paperwork, and processes running seamlessly, you help our culinary team deliver exceptional experiences to every guest.

Here’s what you’ll do during a typical day:

• Temporary Staffing Coordination & Management: Coordinate and manage temporary staffing services such as Timee and staffing agencies. Request and confirm staffing based on operational needs, share schedules and requirements, support onboarding (hygiene and safety orientation, uniforms, access), and keep staff information accurate.
• Timekeeping & Cost Management: Collect and verify working hours, check invoices against actual records, and support labor cost reporting to the Culinary leadership team.
• BEO Management: Receive, organize, and manage Banquet Event Orders (BEOs), track changes and updates, and share accurate information with the kitchen team.
• HACCP Documentation Management: Maintain and manage HACCP and food safety documentation (e.g., temperature logs, checklists, and records), and support internal and external audits.
• Vendor Coordination: Coordinate with kitchen-related vendors and the Stewarding department, including scheduling, service follow-up, and document handling.
• Menu Data Entry & English Translation: Enter menu data into hotel systems and create English translations of menus.
• Allergy Matrix Creation & Maintenance: Create and maintain the Allergy Matrix, keeping allergen information accurate and up to date as menus change.
• Receiving & Purchasing Coordination: Coordinate with the Receiving and Purchasing Offices on orders, deliveries, and related documentation. 
• Administrative Support: Ensure accurate record-keeping and support daily Culinary operations, including department schedules, documents, and reports.

At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:

A passion for spreading the light and warmth of Hospitality. Acting with Integrity and always doing the right thing. Inspiring others through Leadership. A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now, bringing urgency and discipline to every moment, knowing it can make a lasting impact.

In addition, this role requires the following minimum qualifications:

• Legal authorization to work in Japan (no visa sponsorship provided). 
• Native-level Japanese language skills, both spoken and written.
• English reading and writing skills sufficient for menu translation. 
• Attention to detail and accuracy in administrative work.
• Good interpersonal and communication skills, with the ability to coordinate politely and clearly with colleagues, vendors, and external partners.
• Ability to manage time, prioritize tasks, and follow directions.
• Working knowledge of Microsoft Office applications (Excel, Word, Outlook, etc.).
• Willingness to learn and take on new responsibilities in a fast-paced environment.