SUMMARY:
Must have previous lodge experience.
An essential part of the lodge team, the Front Office Administrator / Receptionist plays a key role in both guest-facing service and behind-the-scenes coordination. Responsibilities include, but are not limited to:
The role involves managing front desk operations, guest check-ins, and reservations with professionalism and warmth. It includes handling billing, payments, and daily financial reconciliations, maintaining accurate records, and supporting reporting processes. The administrator also oversees petty cash, stock control for retail areas, and assists with basic bookkeeping. Strong system proficiency, attention to detail, and the ability to support both guests and internal teams are essential to ensure smooth lodge operations.
Reporting directly to the Resident Manager and Assistant Resident Manager, you will be responsible for managing and overseeing all key functions outlined below, ensuring smooth day-to-day operations and exceptional service delivery across the lodge:
Key Responsibilities
– Front Office & Guest Services
– Ensure smooth and efficient check-in and check-out procedures
– Greet and welcome guests with warmth and professionalism
– Manage front desk operations, including calls, emails, bookings, and general inquiries
– Maintain a clean, organized, and inviting reception area
– Schedule appointments and coordinate lodge calendars
– Support other departments with administrative coordination as needed
Reservations & Billing
– Manage PMS system settings and ensure accurate rate and reservation data
– Bill guests promptly and ensure accounts are balanced daily
– Adhere strictly to credit control procedures and maintain proper documentation
– Reconcile daily cash, floats, and credit card transactions, investigating any variances
Finance & Reporting
– Process payments and allocations on PMS and reconcile with NEBULA reporting
– Manage petty cash with secure documentation and daily reconciliation
– Provide basic bookkeeping support, including purchases against budgets and payroll assistance
– Compile and distribute daily revenue and EOD reports with accurate postings
Stock & Systems Management
– Monitor and manage stock control for the Wellness Centre and Curio Shop
– Assist with scheduled stocktakes and ensure accurate reporting and reconciliation
– Ensure all control systems operate effectively and within agreed parameters
System & Software Proficiency
– Proficient in Microsoft Office, especially Excel
– Working knowledge of hospitality PMS systems such as NEBULA, APEX, or OPERA, especially OPERA CLOUD
POSITION INFO:
Minimum Experience & Requirements
- Minimum 2–3 years’ experience in a similar hospitality role
- Matric certificate required; further qualifications are advantageous
- Confident navigating digital systems and applications, with strong proficiency in Microsoft Office—particularly Excel—and hands-on experience using hospitality Property Management Systems such as NEBULA, APEX, or OPERA
- The ideal candidate will be tech-savvy, detail-oriented, and able to work efficiently across multiple platforms to support smooth lodge operations
- Strong organizational, communication, and interpersonal skills
- Ability to multitask, attention to detail, problem-solving skills, and a positive attitude
- Good command of the English language
- Well-spoken and presentable
- Matric Certificate
- Valid RSA ID
- Driver’s Licence is beneficial but not essential
