Culinary Administrative Office Supervisor - Dollywood Theme Park - Full Time Year Round

All Career•Pigeon Forge, TN

4d•Onsite

About The Position

At Dollywood Parks & Resorts, we create memories worth repeating! We are seeking a Culinary Administrative Office Lead who will embody the heart and soul of our mission of creating memories worth repeating while bringing families closer together while caring deeply about our brand. We want to work alongside someone who acts as an extension of our mission, values, and culture. The ideal Culinary Administrative Office Lead will be equal parts curious learner, innovator, administrator, detail driver, mentor, and motivator. This role exists to support culinary leadership by handling communications, maintaining records and ensuring compliance with company policies and health regulations. They act as a liaison between culinary teams, vendors, and other departments while keeping operations organized, efficient, and running smoothly. Additionally, the ideal candidate will be able display and live out Lead with Love qualities, strongly rooted in the Dollywood Company culture, by being patient, kind, trusting, unselfish, truthful, forgiving, dedicated and accountable.

Requirements

Must be 18 years of age or older
Previous administrative experience in food service or hospitality preferred
Proficiency in Microsoft Office Suite
Strong written and verbal skills for interacting with staff & vendors
High school Diploma
Ability to handle multiple tasks under pressure
Ability to safely operate company vehicles according to company policy.
Must have valid driver’s license, proof of auto liability insurance and acceptable motor vehicle driving record
Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees
Must be self-motivated and disciplined
Must be able to prioritize and complete work assignments on a timely basis
Must maintain strict confidentiality and judgment regarding privileged information
Must have professional appearance with good personal hygiene
Must be productive in a fast-paced environment
Must maintain dependable work attendance and flexibility with assigned work schedules including any required overtime, evenings, weekends and holidays
Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines
Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills
Must be able to communicate effectively with Guests and Hosts using approved communication methods
Able to collaborate with cross-functional teams to plan, execute, and deliver projects ahead of schedule, fostering open communication and mutual support to achieve shared goals
Able to comprehend instructions and retain information
Able to perform duties consistent with creating a safe and secure environment for hosts and guests
Able to be flexible to handle frequent changes in priorities
Able to add, subtract, multiply and divide with accuracy
Must be able to communicate effectively using approved communication methods
Stooping, bending, high level of manual dexterity for operating small tools, walking on uneven ground, pulling, pushing, etc

Nice To Haves

Previous administrative experience in food service or hospitality

Responsibilities

Performing office & some location-based purchasing & receiving office related tasks, which may be both physical & administrative in function, including ordering, distributing, and stocking product, responding to escalation, vendors, and greet staff
Coordinating meetings, maintaining divisional & director & Vice president calendars & special operational calendars on Teams & SharePoint
Assisting the Directors of Culinary & Vice President of Culinary in their day to business as needed
Answering telephones, submitting work orders, updating call lists, filing, preparing reports, & distributing Mail
Assisting with Inputting Payroll, Payroll exception & adjustment forms, time transfers, tracking & communicating weekly reports, verifying correct pay for hosts, adjusting missed punches
Assisting the Directors of Culinary with Special Projects for onsite & off-site events, requests, etc
Upkeeping of office kitchen area, trash removal from offices
Acting as the departmental Liaison for On-ground activity, and Interdepartmental communications
Managing, tracking, & responding to all guest services inquiries & Allergen Inquiries, etc
Answering Guest inquiries, where and when necessary
Investigating & resolving escalations related to Guest & Host inquiries
Managing, tracking, & ordering office supplies, and Mail room essential functions
Pcard reconciliations
Communicating with suppliers, vendors, and internal departments as needed
Maintaining compliance and regulatory documentation (Health Scores, permits, licenses etc)
Acting as a Liaison to facilitate the creation & execution of Contracts, PO payments, comp tickets, copiers & printers
Creating & distributing vendor passes, special Guest alerts/passes
When needed, Processing vendor contracts, vendor invoices, & receipts
Vetting, submitting and coordinating the activation & deactivation of new or departed Hosts from all active systems which may include, Key requests, Teams Requests, Email & IT Requests
Preparing internal reports & presentations for the culinary department or Directors/Vice President as needed
Managing, tracking and distributing monthly birthday & anniversary cards, sending flowers & other goodies for host care initiatives
Assisting with Catering bookings, reviewing and distributing weekly BEO packets, menus, special event orders, and execution
Maintaining departmental information postings and acting as a communication liaison for the team, Host Hub Channel
Operating technology, systems, and software such as copy/scanners, computers, Microsoft Suite, Teams, Docusign, UKG, Malbek, and other interdepartmental & enterprise-wide systems
Responsible for managing, leading, and scheduling the Culinary Administrative Office Clerk, the duties of those hosts within that role in addition to the & the Culinary Scheduling Liaisons