ZMO 17823 - Assistant Front Office Manager (4/5-Star)

Our client is seeking an Assistant Front Office Manager with strong leadership, communication and organizational skills. The ideal candidate should have prior front office or hospitality management experience, excellent guest relations abilities and a proven track record in team supervision and operational efficiency.

Key Responsibilities:

LODGE COMMUNICATION

• Ensure clear communication throughout the lodge from a Front Office Perspective
• Preparation of all details of day-sheet ,assist with the coordinating of all movement and activities at the lodge
• Ensure that all guest preparation, confirmations and check in registration forms are done
• Looking ahead for the month ensuring all rooms are accurately and correctly allocated and all detail received from Bateleur House is recorded on the day-sheet
• Ensuring Receptionists are maintaining day-sheet and assist when needed
• Capturing guest feedback forms
• Checking emails and communicate actions accordingly to relevant departments
• Clear and open communication with Head Office with regards to bookings that come through to the lodge
• Internal communication via radio and WhatsApp groups
• Play a critical role with the management of the airstrip and FedAir flights

GUEST SUPPORT

• Hosting and welcoming agent site inspections when required
• Confirm flight arrivals and road transfers details with Head Office
• Communicate all relevant information to Camp Managers, Hospitality Manager, Operations Manager and Lodge Manager
• Prepare lodge operational day-sheet from Tourplan
• Assist with updating occupancy forecasts
• Assist with updating all lodge, guest and driver accommodation lists
• Maintaining accurate filing
• Assisting with Check-ins when needed
• Assist with checkouts and guest bills
• Host guests as per the hosting roster

LODGE SUPPORT

• Assist with the management of weekly banking with the finance team ensuring it is balanced and accurate
• Duty to investigate and follow up any occurrence or suspected occurrences where the company has or may suffer losses. Equally duty to flag any feedback to Camp Managers or Lodge Managers about Guest Feedback related issues.
• Assist with ensure monthly financial reports are updated and sent through to the relevant departments
• Balance Massage treatment reports
• Assist with the planning and implementation of Staff Rosters for Transfers, Curio Shop, Massage Therapists & Receptionists
• Analyzing the revenue and costs to ensure maximum profit and maintaining all reports relating to the transfer & massage business units
• Assist and facilitate training with receptionists and front of house team on day-sheet and PANstrat
• Ensure PAN remains up to date and clear any outstanding bills
• Follow up and ensure all Landing Fees for Airstrip is actioned
• Ensure stationery requirements are fulfilled
• Staff leave planning and sign offs in the Front Office Manager’ absence.

TRANSFER BUSINESS

• Allocate all transfers booked with us
• If needed, communicate with preferred suppliers should we need to outsource services
• Keep track of all the vehicle licenses and facilitate renewal when needed
• Keep track of all charges made at Head Office on the revenue pre-list spreadsheet
• Assist with Johannesburg logistic schedule
• Effective communication with the Drivers
• Arrange last minute bookings when guests request transfers in-house
• Control permit book and logbook for game reserve entrance gate