BOH Administrator

SUMMARY:
Role Overview
The Back Office Administrator supports the lodge’s daily operations by managing administrative, financial, and reporting functions behind the scenes. This role ensures smooth coordination between departments such as Front Office, Housekeeping, Food & Beverage, and Management, maintaining the high standards expected in a 5-star hospitality environment.
Key Duties & Responsibilities
Administration & Office Management

• Maintain accurate filing systems (electronic and manual)
• Handle general correspondence (emails, internal memos, guest documentation)
• Manage office supplies and stock control
• Assist with compliance documentation and audits

• Capture invoices, expenses, and supplier payments
• Assist with debtors and creditors reconciliation
• Process daily revenue reports and cash-ups
• Support month-end procedures and financial reporting
• Liaise with Head Office or external accountants

• Assist with reservations administration and system updates
• Capture guest information and preferences in PMS (Property Management System)
• Prepare arrival and departure reports for operational teams
• Support FOH with billing queries and account reconciliation

• Maintain employee records and files
• Assist with timesheets, leave tracking, and payroll input
• Support recruitment administration (contracts, onboarding documentation)
• Ensure compliance with labour legislation and lodge policies

• Process purchase orders and supplier communications
• Monitor stock levels (F&B, housekeeping, maintenance supplies)
• Assist with stock takes and variance reporting

• Compile daily, weekly, and monthly reports for management
• Coordinate between departments to ensure operational efficiency
• Assist Lodge Manager with ad hoc administrative tasks

POSITION INFO:
Qualifications & Experience
Minimum Requirements

• Diploma or Certificate in:
• Hospitality Management
• Business Administration
• Finance / Accounting (advantageous)
• 2–4 years’ experience in:
• Hospitality administration (preferably lodge or hotel environment)
• Finance/admin support role

• Experience with Property Management Systems (PMS) (e.g., Opera, Semper, NightsBridge)
• Proficiency in Microsoft Office (Excel essential)
• Basic accounting knowledge (Pastel, Sage, or similar advantageous)

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Ability to work independently in a remote environment
• Strong communication and interpersonal skills
• Problem-solving ability and initiative
• Discretion and confidentiality

• Willingness to live on-site in a remote location
• Ability to work flexible hours, including weekends and public holidays
• Valid driver’s license (often required)
• Passion for hospitality and guest service excellence