Executive, Administration

COMPANY DESCRIPTION

Our Institutional Catering Division prepares more than 44,000 meals daily. We provide over 16 million meals a year to various commercial and governmental organisations such as the Ministry of Defence. Today, apart from offering retail management services, we are a major food caterer for the childcare and nursing home sectors.

DESIGNATION : Executive, Administration

RESPONSIBILITIES

Financial
- Assist in preparing monthly profit & loss summary report and ensures individual kitchen costs are accurately accounted accurately especially labour and food Cost.
- Prepare and keep track cost incurred for different Business unit / Cookhouse when required
- Tabulate Rostering process of the Cookhouse and track the overtime
- Assist in monitoring raw material cost and ensures KPI are met by Business unit / Cookhouses.
- Prepares monthly summary and submit report according to deadlines set (PO Matching).
- To monitor all costs and recommend / institute measures to control them.

Administrations
- Ensures Admin details of daily operations is aligned to all company policies, procedures, and maximum standards.
- Keeps on job training & guidance of the team in kitchen operations in accordance with Hazard Analysis and Critical Control Points (HACCP) & Camp Cook House’s (CCH) Standard Operating Procedures (SOP)
- Monitor expenses of all Mechanical & Electrical (M&E) works & reports any defects to Maintenance Department and ensures maintenance works are carried out accordingly
- Maintains good working relationships with key stakeholders to foster a positive working environment
- Works closely with Health, Safety & Environment (HSE) department and Ration Management Branch. (RMB) to ensure proper kitchen hygiene and reduces food safety lapse
- To compile comprehensive surveys / Ramadan survey.
- To ensure that all Operations Manual are prepared and updated.
- Collates indent strength and ensures total numbers are accounted for upcoming army personnel batches, to be submitted to management
- Prepares ration indent, inventory and summary reports for better monitoring of food supplies
- Monitors inventory movement at ration store and conducts stock takes to ensure sufficient food supplies
- Manages food expenses within operating budget & improves food expenses by minimizing food wastages.
- Maintains proper documentation for all operational records and forms required by SAF requirements
- Ensures Time Management System (TMS) records approved on weekly basis for individual cookhouses
- To assist in preparing summary & other forms of reports
- To maintain all records and forms as prescribed by management.
- To ensure that meetings are well planned, information disseminated and result oriented.
- To prepare quotations & payments (Assigned by AD or OM only)
- To maintain ISO file - Data entry of staff personal details
- Handle the maintenance, update and filing of all documentation
- Answering calls and give information to callers, take messages
- Schedule and confirm appointments for AD, OM and Executive Sous Chef
- Prepare and mail checks
- Stationary Ordering
- Obtain explanations from Chefs and OE to changes in monthly summary report.
- Setup SOP for the administrative works in the department

Employee Handling
- Keeps data of the staff
- Keeps an updated Job description of each team in the Camp ops
- Keeps all effective training programs for Cooks and Commis Cooks to promote positive learning environment within the team

Executive Duties
- Able to Weekly MRP/Manual PR report to GM
- Mthly WSH meeting minutes
- Mthly Management Report
- Update Board paper (every quarter)
- Other adhoc admin as and when required
- Ability to work under tight deadlines
- Pro-active & able to execute job tasks independently

General
- To respond to changes in the kitchen as dictated by the industry & company
- The above areas, responsibilities and activities reflect the items considered necessary to describe the function of the job identified. It shall not be construed as a detailed description of all work requirements that may be inherent in the job.

QUALIFICATIONS
- Min 2 years of relevant experience