Office Administrator Jobs in Montana

Department: Culinary

Reports To: Executive Chef

Status: Full-Time (Non-Exempt / Exempt – adjust as applicable)

PRIMARY PURPOSE

The Kitchen Operations Administrator is responsible for the systematic management of the culinary department's administrative, logistical, and financial functions. This role ensures that all back-of-house operations meet Forbes Five-Star standards through rigorous inventory control, vendor management, and digital record-keeping. The successful candidate will facilitate seamless communication between the culinary team and the resort’s administrative departments, ensuring operational excellence in a remote, high-luxury environment.

KEY RESPONSIBILITIES

• Internal Partnerships and Strategic Setup
• Work closely with the Purchasing Manager and Accounting Department to facilitate the setup of new vendor accounts and ensure all culinary contracts are established and maintained according to resort policy.
• Collaborate with Accounting to ensure financial workflows are streamlined and that all departmental spending aligns with established fiscal controls.
• Serve as the primary lead for BOH recruitment by conducting initial screenings and coordinating interview schedules to ensure a professional candidate experience that aligns with Forbes Five-Star standards.

• Act as the departmental conduit for HR and Accounting; manage the timely submission and communication of new hires.

• Procurement and Inventory Management

• Execute and oversee all procurement activities for food, beverage, and kitchen supplies via integrated digital platforms.
• Maintain real-time accuracy of the inventory database, conducting regular audits to reconcile physical stock with digital records.
• Manage high-value receiving processes, ensuring all deliveries meet the quality specifications required for a luxury resort.

• Coordinate complex logistics and delivery schedules necessitated by the resort's remote location, ensuring a consistent supply of artisanal and specialty goods.

• Financial Administration and Reporting

• Monitor and report on daily food and labor costs to ensure alignment with budgetary targets.
• Maintain and update recipe costing data to reflect current market fluctuations and vendor pricing.
• Process all culinary department invoices, ensuring accurate coding and timely submission to the accounting department via digital workflows.

• Analyze waste logs and production data to identify opportunities for cost savings and efficiency improvements.

• Compliance and Operational Documentation

• Administer all departmental health and safety documentation, including digital HACCP logs and sanitation records.
• Maintain a comprehensive digital archive of staff certifications and training records to ensure 100% compliance with state and luxury standards.
• Facilitate the documentation and distribution of seasonal menu changes and Standard Operating Procedures (SOPs) across all dining venues including Granite Lodge and the Blue Canteen.
• Monitor automated temperature sensors and safety equipment logs to ensure a secure working environment.

REQUIREMENTS

• Bachelor’s degree in Hospitality Management, Business Administration, or related field preferred.
• Minimum of 3 years’ administrative or management experience within a luxury culinary environment (Forbes Five-Star, AAA Five-Diamond, or Relais & Châteaux preferred).
• Advanced proficiency in cloud-based hospitality management software, ERP systems, and Point of Sale (POS) integrations.
• Exceptional organizational skills, data-driven decision-making, and the ability to maintain professional communication under the pressures of a high-volume resort environment.
• Ability to work effectively in both a professional office setting and an active commercial kitchen environment.
• Ability to traverse a large, multi-venue resort property in varying mountain weather conditions.
• Ability to remain stationary for extended periods of data analysis as well as stand and move for the duration of physical inventory audits.

This job description is intended to convey information essential to understanding the scope of the position; it is not intended to be an exhaustive list of skills, duties, responsibilities, or working conditions associated with the role. Management reserves the right to assign or reassign duties and responsibilities at any time.

The Ranch at Rock Creek is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status.