Kitchen Administrative Assistant
Company Mission
Muskoka Woods is a Christian youth development organization that welcomes everyone to an experience for a lifetime. Located on the shores of beautiful Lake Rosseau, we specialize in summer camp, school trips, group retreats and leadership development for all ages. We exist to inspire youth to shape their world.
Job Purpose
To provide accurate and efficient administrative and bookkeeping support to the Food Services department, ensuring smooth daily operations. This role supports the Food Service Manager and Head Chef by managing financial tracking, coordinating meetings, and maintaining clear communication across kitchen, staff, and guest services. It is responsible for organizing dietary information, schedules, and records while ensuring compliance with health, safety, and operational standards. Ultimately, the position helps create a well-organized, responsive, and high-quality food service experience for all guests and programs.
Location: Hybrid Remote and On-Site
Key Areas of Responsibility
Book Keeping
- Process kitchen related invoices and keep accurate tracking systems up to date.
- Track and process food requisitions for Schools, Groups and Summer Programs
- Track food purchases for special events ie: Presidents Dinner etc
Support and Administration
- Meet weekly with Food Service Manager and Head Chef
- Prepare expenses, photo copying, various paperwork, writing emails etc.
- Coordinate weekly Level 10 Meetings for Kitchen, Cooks and Service including scheduling and attending meetings, taking minutes, managing to do lists, sending reminders.
- Review weekly Scorecards, report in weekly meetings-bring forward concerns
- Report weekly events with date, time and number of guests
- Other miscellaneous administrative /support tasks
Communication and Special Diets
- Attend weekly Schools and Retreats itinerary meetings acting as a liaison for the kitchen. Communicate information to and from accordingly.
- Manage guest and staff Special Diet information by contacting staff, guests and parents and organizing accordingly.
- Print and distribute weekly dietary information and communicate to stakeholders including Special Diets Chef, Head Chef and Bakery
- Participate in building new guest services platform and implement throughout the department.
Office Management
- Maintain budget and inventory of kitchen office supplies
- Maintain an organized filing system
- Track employee vacations and time off
- Track Health and Safety certifications, both full time and seasonal staff, including reminders to complete both seasonally and annually.
Other
- Participate in meetings as required
- Participates in all corporate events, including Town Hall, the Arboretum, and the annual Staff Retreat
- Personal/Professional development as required
Skills and Attributes Required
- Strong organizational and logistics skills
- Experience with excel, Google docs, email management
- Excellent written and verbal communication
- Detail-oriented and systems-minded
- Relational and customer service oriented
- Strong problem solver
- Able to work independently and collaboratively
- Strong task and time management skills
- Personal values aligned with Muskoka Woods’ mission and core values
Experience Required
- Related University/College degree or equivalent experience
- 1 to 3 years of customer service, office, administration and/or guest relations experience
- Book keeping experience preferred
- Ability to manage remote and in office work
Essential Functions
- Ability to sit, talk, hear, see and use hands and fingers to operate a computer and telephone.
- Ability to sit at a computer terminal for an extended period of time.
- Ability to communicate both written and verbal with guests and staff.
Salary Range
$35,000 – $39,000/year
*Please note: Muskoka Woods is committed to fostering an inclusive workplace where all employees are treated with respect and dignity, and are provided with equal opportunity for success. MW encourages all qualified candidates to apply. If you require accommodation to participate in the hiring process, please inform us by calling 705-732-4373 or by email at iwanttowork@muskokawoods.com All inquiries will be handled with strict confidence.