【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 as it works with multiple banquet staffing agencies and on-demand part-time team members.
By keeping people, paperwork, and processes running seamlessly, you help our culinary team deliver exceptional experiences to every guest.
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.
Attention to detail and accuracy in administrative work.
Good interpersonal and communication skills, with the ability to coordinate politely and clearly with colleagues, staffing agencies, and suppliers.
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.
Here’s what you’ll do during a typical day:
Staffing Agency & Spot Staff Coordination: Serve as the main contact for multiple banquet staffing agencies. Request and confirm staffing based on event and operational needs, share schedules and requirements, and coordinate arrival, briefing, and attendance. Also handle day-to-day coordination of spot part-time staff.
Timekeeping & Cost Management: Collect and verify working hours, check agency invoices against actual records, and support labor cost tracking and reporting to the Culinary leadership team.
Administrative & Financial Support: Ensure accurate record-keeping, assist with invoicing and support daily Culinary operations, including department schedules, documentation, and reports.
Procurement & Supplier Management: Process supply orders through hotel systems, manage supplier relationships, and follow up on deliveries and invoices. 【Add details if applicable, e.g., food, beverage, and operating supplies】
Quality & Compliance Oversight: Inspect incoming goods, maintain QA and food safety documentation (e.g., HACCP records, temperature logs, and allergen information), and support internal and external audit processes to ensure compliance with standards.
Onboarding & Staff Information Management: Support the onboarding of agency and spot staff, including hygiene and safety orientation, uniforms, and access, and keep staff information and records accurate.
Cross-Department Collaboration: Work closely with Banquets, Restaurants, Stewarding, Purchasing, Finance, and Human Resources to share event information, align schedules, and support smooth daily operations.

Work arrangement
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