The Administrative Assistant provides administrative support to the Executive Chef and assists with the coordination of special events.
Company Background:
Pebble Beach Company, (“PBC” or “The Company”) headquartered in Pebble Beach, California, owns and operates the world-famous Pebble Beach Resorts, including The Lodge at Pebble Beach, The Inn at Spanish Bay, and Casa Palmero. The Company also operates five renowned golf courses: Pebble Beach Golf Links, home of the 2027 U.S. Open, Spyglass Hill Golf Course, The Links at Spanish Bay, Del Monte Golf Course, and the Tiger Woods designed short course, The Hay.
Its other famed properties include scenic 17-Mile Drive, The Spa at Pebble Beach, Forbes Five-Star certified since 2014, Pebble Beach Golf Academy & Practice Facility, and a diverse offering of culinary and retail experiences. PBC annually hosts premier events such as the Pebble Beach Concours d’Elegance, AT&T Pebble Beach Pro-Am, TaylorMade Pebble Beach Invitational, Pebble Beach Food & Wine and PURE Insurance Championship.
Essential Duties & Responsibilities:
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Track timekeeping policy violations including missed punches, tardiness, meal break, excessive sick calls. Hold team accountable for hours, breaks and extended absences.
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Daily and weekly payroll in UKG.
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Input weekly schedules and edits for all culinary and stewarding.
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Daily labor edits and schedule adjustments based on business levels.
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Monitor overtime and breaks.
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Manage PTO (Paid Time Off) requests.
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Distribute paychecks to culinary team twice a month.
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Answer telephone and relay messages, answer questions.
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Compose written correspondence, transmittals, memos, reports and other related documents.
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Correct spelling, grammar and format errors in written material; suggest editorial changes.
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Process incoming/outgoing mail, FedEx and other shipping, telecopies. Arrange for pickup/delivery of critical documents within the company, personally if necessary.
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Maintain all departmental SOP’s.
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Maintain and update department control, various projects, and company files in a timely manner.
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Manage magazine subscriptions and renewals.
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Post weekly Huddle, break sheets, Huddle sign sheets and any other communication for all staff.
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Create, distribute, update, and post all in-house BEO’S. Attend catering meetings as required.
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Order office and safety/first aid supplies as needed.
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Email recipes as requested by guests.
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Manage Executive Chef’s Outlook calendar.
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Prepare expense reports and generate check request as required.
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Manage chef uniform purchases via Purchasing.
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Keep all chefs informed of due dates regarding payroll, reviews and all pertinent communications from the Executive Chef.
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Track managers’ vacations and holidays.
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Create safety meetings twice a month and distribute to managers.
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Secure travel and accommodation for Executive Chef business trips and chef candidates as requested.
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Assist Executive Chef with all new employees and exit paperwork.
- Coordinate paperwork and uniforms for culinary Interns.
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Schedule meetings, coordinate appointments and travel arrangements.
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Assist all outlet chefs with writing recipes.
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Schedule menu change meetings (quals) with respective outlet chef per SOP.
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Manage all outlet and banquet menus.
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Assist kitchens when needed for coverage during increased business levels, including plating and prep during events.
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Create cooking demo menu packages.
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Daily food ordering and transfers via Eatec requisition.
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Assist with month-end inventory via Eatec.
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Assist culinary and stewarding teams with purchase orders, recording of purchases and procurement.
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Accurately record and approve daily/monthly invoices via Docuphase, including matching purchase orders to invoices.
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Special events preparation (AT&T Pro-Am, Concours d’Elegance, U.S. Open, PURE Insurance Championship, TaylorMade, etc.)
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Order special equipment.
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Maintain master BEO and information binder.
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Recruit for each event; attend mass hire as requested, Diablo Valley College, CSUMB, etc.
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Secure housing for visiting chefs and temporary cooks/stewards.
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Secure transportation for visiting chefs (flight, airport transfer, transportation to work, etc.).
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Order uniforms for temporary employees.
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Create information packages for temporary employees, including maps, schedules and uniforms.
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Daily time recording and edits for temporary employees, including overtime.
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Working understanding of all special event outlets including concessions, chalet kitchen and hospitality activations.
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Assist as needed for cooking demo activations in front of guests.
- Food prep, cooking and final presentation.
- Know, model and integrate Pebble Beach Company Mission, Values and Standards.
- Comply with all Pebble Beach Company health and safety policies and procedures.
- Any other job-related tasks required by supervisor.
Required Skills:
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Strong culinary background is mandatory. Knowledge of culinary terms, kitchen equipment and tools, regional ingredients, regional pastries.
- Understanding of food costing and method.
- Excellent communication skills.
- High proficiency in Microsoft Word, Excel, Outlook and Adobe Publisher.
- Strong understanding of financials (budgets).
- Must have flexible schedule, including weekends, holidays, all special events, morning and evening shifts.
- Overtime will be required as business dictates.
- Covering absences in selected outlets as required.
- Proficient in all office equipment.
- High school diploma, some college preferred.
Why work for Pebble Beach Company:
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Competitive Pay: $22.00 - $23.00/hour.
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Enjoy world-class health and wellness benefits. For Full Time employees, comprehensive medical, dental, vision, and life insurance is available. In addition, our Health & Wellness Center provides employees with unlimited access to a physician and medical team to tend to you and your family’s health needs free of cost.
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Prepare for your future. You will be eligible to participate in our 401(K) retirement program. Pebble Beach Company will match $.75 for every $1 you contribute to your 401(k), up to 6% of eligible compensation. In addition, the company will contribute an amount to your 401K each quarter based on your hours worked, along with a discretionary contribution at the end of each fiscal year.
- We encourage YOU to be our guest. You will receive discounts at all Pebble Beach restaurants, retail shops, and our Forbes Five Star Spa. In addition, Hotel discounts are also available during select seasons.
- Play our world-famous golf courses! Enjoy our Employee Golf Privileges including Employee Tee Times, Tournaments, and Company Club.
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Grow your career with Pebble Beach. We provide opportunities for ongoing learning and development, as well as promotions and transfers to advance your career.
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Lunch is on us. Enjoy a complimentary meal during your shift in our Employee Dining Room.
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
