Office Manager - Zanzibar

KEY OUTPUTS:

General

•             Oversee all operations within the company at the Office.

•             Order and issue out yearly uniform to all staff members.

•             Be open to feedback and able to respond in a positive way to correct any negative feedback that is received.

•             Be willing to represent company at any events or meetings, when required this includes weekends and public holidays.

•             Assist in ensuring the company reputation is at a high level and notify Senior Management should you foresee any issues coming.

•             When the General Manager is on leave, be prepared to take on any roles that are required, this includes activities that fall over weekends and public holidays.

•             Assist the General Manager with any paper work requested from Government departments.

Ground Handling

•             Daily overseeing of handling & Procurement Staff

•             Overlook the transfer schedules and ensure they are correct

•             Overlook the handling transfer vehicles, ensure they are maintained in good condition, always clean and up to date with regards to permits.

•             Ensure the rates sheets for transfers and excursions is always up to date and submitted to Lodge

• Support when pricing changes so that company Consultants and Agents can be aware of the price changes.

•             Ensure the rates offered by company remain profitable and competitive within the local market.

•             Oversee the Welcome Desk at the Airport, Ensure that it is maintained at a high standard and that all guests are always welcomed in a friendly, hospitable manner.

•             Monitor all third party suppliers to ensure that they remain at company standard.

•             Remain vigilant for new and exciting excursions that can be offered to guests.

Finance

•             Ensure the Office and handling Business units are budgeted for correctly each financial year.

•             Be responsible for the management of the budgets for the Office and handling.

•             Provide feedback to the Financial Manager on a monthly basis for Management accounts for Office and handling.

•             Management of the Office Petty Cash.

•             Ensure all invoices contain the correct company details as per Zanzibar Tax Laws.

•             Assist in monthly recons of all invoices received for the Office and handling Team and submit to the Finance team for payment in a timely manner.

•             Assist the Lodge Administrator when needed with submitting tax returns at Zanzibar Revenue Authority.

•             Maintain the Monthly Fleets stats for handling department.

•             Oversee and manage Payroll for the office and handling.

Procurement

•             Constantly be checking suppliers to ensure the company is receiving the best possible products at the best possible rates.

•             Establish a price list with all suppliers that is constantly updated with new pricing.

•             Ensure the procurement logistics operate at an optimum level.

•             Oversee the routine maintenance of the supply truck, ensuring that it is always road worthy and licenses are up to date.

•             Communicate clearly with the Island if there is any uncertainty regarding goods that have been ordered.

•             Double Check supplier statements with goods received.

•             Ensure all goods are packed securely into the Supply truck for safe delivery to the Island.

•             Be able to investigate and correct any discrepancies that may occur when the supply arrives at the Island.

•             Assist with the efficient importation of goods received coming to the Island, including Arusha.

 Human Relations

•             Notify Regional Human Relations Manager as well as Island Management of any law changes.

•             Assist Island Management with all Human Relations issues that may need attention

•             Maintain a strong Team work environment within the Office and handling teams.

•             Ensure all company programs are followed.

KEY SKILLS REQUIRED:

•             Be Self-motivated and work efficiently to meet deadlines

•             Ability to lead a team of people effectively

•             Strong management skills, day-to-day, and long term

•             The ability to motivate staff to consistently deliver

•             Ability to think and act creatively within a team

•             Good knowledge of hospitality operations

•             Previous Office Management experience is beneficial

•             Computer Skills

PERSONAL CHARACTERISTICS:

•             Passion for creating fabulous guest delight – genuine interest in people and satisfaction

•             Good interpersonal skills – open and approachable

•             Diligence, meticulousness and self-motivation to meet deadlines and keep on top of your job

•             Good communication skills

•             Willingness/ability to share information and teach and inspire others

•             Bright, enthusiastic, energetic and caring personality

•             Smart, clean, presentable appearance.

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