SUMMARY:
Our client, an upmarket estate in Ballito would like an experienced Male Receptionist to join their team.
POSITION INFO:
Provides professional and efficient facilitation and control of the Estate Management Association Short Term Rental booking access and security rule process including welcoming of rental guests and front-line liaison with members and members guests. In addition, the applicant will also assist the Welcome Centre booking administrator and the Welcome Centre receptionist on an ad hoc basis and will be required to relieve the Welcome Centre booking administrator or receptionist when on leave, after hours and on weekends and public holidays. Reports to the Welcome Centre and Member Liaison Manager.
Duties and responsibilities will include the following:
l Arrival list to be actioned on Weekends, public holidays and in the absence of the booking administrator and emailed to the shift manager, liaison manager and control manager.
l Departure list to be updated on a daily basis.
l Programming of access cards & additional cards when required
l All Maps are to be outlined as per the rental booking property address
l Welcoming and facilitation of all guests & Members
l Issuing of access cards and keys to the correct rental property
l General administration and support to the Welcome Centre & Member Liaison Manager
l General reception duties, including answering the switchboard
l Customer/guest relations
l Message taking & distribution thereof
l General assistance to the estate team when required
l Assistance with general administration when required e.g. Facilitation of Post Box Rental and Golf Cart registrations for members in the absence of the receptionist or over a weekend or public holiday
l Relieve main receptionist as per lunch hour roster.
l Shift work – Mon to Sun, 7am – 3pm and 11am to 7pm
l Festive/ Peak holiday and Public Holiday periods may require extended working hours, i.e., starting later in afternoon and ending later in the evening
l Administration of Credit Card Facilities/ Receipt book and handover to the Finance Department on a daily basis
l Review fines on a daily basis, scan and email to the relevant parties’ members/ agents and finance department
l Monthly stock of RH Cards & Administration
l Administrating of biometrics for main check in guest, drivers and occupants on Atom.
l Responsible for receiving all bookings via email, responding to Members and agents confirming receipt of the booking and that the booking/s have been correctly processed on weekends, after hours, public holidays or in the event that the booking administrator is on leave
l Ensuring that all correct documentation including ID/Passport are received per booking for administration purposes.
l Responsible for preparing the arrivals list for bookings after hours, weekends, public holidays and in the event that the booking administrator is on leave
l Responsible for the taking of messages and answering telephone calls, as and when required, and the timeous dissemination of messages to the estate staff.
l Liaising with Rental Agents and Holiday home rental homeowners in the event of an incomplete booking, additional guests, change of guest details, cancellations and any other booking discrepancies, after hours, weekends, public holidays and in the event that the booking administrator is on leave
l Ensuring all rental guests have biometric profiles on arrival.
l Ensure that all bookings received have been checked and confirmed as a rental approved property/agent against our rental database, the bookings have been signed of by the Welcome Centre Manager prior to arrival, after hours, weekends, public holidays and in the event that the booking administrator is on leave
l Assist with meet and greet of guests on arrival.
l Programme access cards on the IMPRO system and load all short-term rentals on the ATOM tablet, after hours, weekends, public holidays and in the event that the booking administrator is on leave
l Assist answering of the switchboard and correct messaging to be emailed to the relevant person concerned to return the telephone call.
l Assist security when information is required and related to short term rental bookings.
l Customer Service experience
l Ensure that Suites bookings and ID numbers received via email, is correctly checked and loaded onto the ATOM tablet and you have emailed the Suites Manager, Security Manager, Liaison Manager and Welcome Centre confirming that the administration has been processed for Suites access, after hours, weekends, public holidays and in the event that the booking administrator is on leave
l To facilitate the acceptance and dissemination of deliveries received on behalf of estate staff (i.e., documentation and parcels) at adhoc as and when required.
l General assistance to Members, Guests and Visitors as and when required.
l Assistance to the Member Liaison Manager with various tasks and ad hoc duties, including but not limited to filing, etc.
l Receiving members guest forms via email or in person to be directed immediately to, and ensuring Reception helpdesk and an acknowledgment of email to be received and noted by the receptionist. Assistance required in the event of limited Welcome Centre staff or overflow during peak periods, after hours, weekends, public holidays and in the event that the booking administrator is on leave
l Prior to the Welcome Centre closing at 19h00, you are responsible for ensuring that the late booking arrivals, access cards and booking form have been handed over to security for arrival via entrance after 19h00
Competencies/Knowledge, Skills and Attitudes:
l Customer orientation and excellent telephone skills
l Ability to follow written and verbal directions
l Ability to consistently deliver high quality customer service in a professional manner
l Ability to handle multiple, tasks concurrently, effectively and accurately
l Ability to interact with all levels of staff and clients on a professional level
l Ability to work independently
l Responsible (would be required to keep information confidential and restrict access where necessary in line with the estate rules)
l Logical/practical/professional
l Self-management and personal impact
l Teamwork
l Proficient computer experience to create reports, spreadsheets – PC skills (Microsoft Office, Excel & E-mail)
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