Administrator & Reservations Co-Lead

This hillside lodge, nestled within picturesque mountains, orchards and wildflowers needs is looking to place an Administrator & Reservations Co-Lead (aka: Admin Assistant) to assist with Administration and Reservation, in order to facilitate in the smooth running of the administration of the Reserve. I am looking for your expertise, experience and skill in hospitality Administration & Reservations… Are you the one to fill this opportune position…? whilst working in this lovely environment?

KPI – Main Duties:

To manage all administrative and reservation duties

• Basic bookkeeping
• Sending invoices to clients
• Daily cash-up and cash count, Guest Ledger, Deposit Ledger and Debtors
• Prepare invoices and load onto FTP for weekly EFT payments.
• Update & manage petty cash
• Providing duty managers & waiters with suitable float
• Checking bank statement & entering payments
• Check all APEX bookings outstanding payments
• Liaise with HO regarding outstanding payments for bookings made by them
• Conferring with 360 HUB regarding City Ledger
• Monitoring of House Accounts
• Archiving
• Customer Service
• Check all (APEX) bookings for special remarks, inform duty managers and reception of special requests
• Answering routine requests by telephone or mail.
• Providing guest with documentation pertaining to bookings or rates enquiries
• Manual e-mailing of conference E-Guest Surveys
• Ensures daily that filing, tracing of all customer correspondence is updated
• Staff Related
• Taking of minutes at Management meetings.
• Closing staff accounts
• Updating salary timesheet and calculation salary hours
• Monthly update of roster templates
• Marketing & Public Relations
• Updating events summary regularly
• Answer Trip Advisor Review
• Monitor Divtech guest feedback
• Procurement
• Orders (Waltons - Wednesdays)
• Seartec - reporting @ following up of troubleshooting, ordering cartridges, etc.
• Post Office runs
• Accommodation services
• Update APEX from Arrivals list (members & non-members - hotel & chalets)
• Processing all confirmations (Chalets) to APEX
• Processing reservations
• Reporting (availability / occupancy)
• Updating rooming lists (for conferences)
• Sales
• Attend to conference accommodation bookings
• Prepare vouchers if applicable
• Daily Sales & e-mail
• Online booking site management
• Liaise with Head Office and travel companies for travel agency bookings
• Perform other duties which are requested by the company.

Qualifications, Experience and Competencies

• Minimum of 3 years’ experience.
• Skills; Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Knowledge of office administration procedures.
• Managing multiple and changing priorities at once.
• Diary Management
• Good computer skills including Word, Excel, MS Outlook, PowerPoint.
• Good typing and keyboard skills.
• Managing administrative processes.
• A good level of English spelling and grammar.
• Attention to detail and high level of accuracy.

Must have soft skills:

• Ability to multi-task.
• Good telephone answering skills.
• Ability to work as part of a team.
• High level of discretion and