Job Detail

Assistant Front Office Manager

Are you well equiped with supervisory and organizational skills?

Job Overview
: Hospitality and Culinary Arts
: 3-5 Year
: 1
Certificate/ Diploma,
Entry / Mid Level                                                  
Clients Overview

Centrally positioned between the international, local airport and the city center, this is the only hotel bordering the wilds of the National Park. Our client offers all comforts and services to the business as well as leisure travelers and enjoys proximity to the central business district, international organizations, financial institutions, government offices and industrial area.

: Hospitality


The Assistant Front Office Manager is responsible for supervising the Front Office Team to ensure that Team Members are prepared and well-informed to deliver Guests an exceptional experience from check-in through check-out. He /she is  also responsible for managing the first and last impressions of our Guests.

 Reports to: Front Office Manager

Duties and Responsibilities

  • Supervise the activities and the service levels of the Front Desk, Concierge, Porters, Door men Business Centre and Travel Desk.
  • Monitors the Front Office employees to make sure all guests receive prompt and personal recognition
  • Promote the basic habits of smiling, greeting guest by name and thanking guests.
  • To ensure that check-in procedures are strictly adhered to and that the correct guest details and charge out details are obtained from each guest.
  • Oversee the VIP guest process including, but not limited to, reviewing VIP reservations, inspecting cleanliness/ amenities in VIP rooms and ensuring smooth check-in/check-out
  • To ensure that all charges are correctly entered on the guest`s bill and that this is up to date at all times.
  • To ensure that accounts are balanced daily by checking and approving all cashiering paperwork and supervising shift take-over and hand-over procedures.
  • Co-ordinate with the Housekeeping and Reservations departments, for all arrivals at the hotel, to ensure that they are handled in an efficient and hospitable manner
  • Assist in monitoring of front office financial operations and ensure front office compliance with accounting controls and procedures.
  • To ensure that luggage is delivered to and collected from rooms speedily.
  • To ensure that enquiries, messages & bookings are dealt with courteously and efficiently.
  • Assist in development, implementation and monitoring of daily, weekly, monthly, and annual department-wide budgets and forecasts.
  • Review correspondence from guests and incident logs; direct staff according to information obtained.
  • Resolve guest dissatisfaction by investigating, evaluating, and settling of complaints; following up with guests; personally resolving difficult situations
  • Prepare and conduct briefings/meetings.
  • Ensure sufficient front office supplies at all times.
  • Conduct daily pre-shifts to communicate activities and /or special information/resolve issues/train staff.
  • Communicate through pre-shift logs, emails and departmental meetings all pertinent information for the respective shift and areas of operation
  • During check in and check-out meet and greet guests who may be waiting, offer immediate assistance to avoid any delays so as to ensure the highest standards of guest care and attention
  • Ensures all records and documents are maintained as per standards laid down by the management
  • To control group and individual reservations to ensure maximum occupancy
  • Assist in the daily maintenance of room inventory status to achieve optimal levels of revenues while maintaining high levels of guest expectations.
  • To ensure that luggage is delivered to and collected from rooms speedily.
  • To ensure that enquiries, messages & bookings are dealt with courteously and efficiently.
  • Co-ordinate the preparation of duty rosters and ensure all shift are manned in relation to amount of work
  • To ensure that at all time, all staff in the department are correctly and smartly dressed as per grooming standards.
  • To ensure that all Front of House areas are clean and tidy at all times.
  • To ensure that newspapers and parcels are delivered to rooms without delay.
  • To ensure that incoming and outgoing telephone calls are handled promptly and courteously.
  • To carry out systematic checks of all Front of House areas for maintenance requirements, repairs or refurbishing, ensuring that these are actioned without delay.
  • To hold regular performance appraisals with all junior staff, identifying areas for development and training needs and ensuring that this training is effected.
  • Ensure team members have current knowledge of hotel products, services, facilities, events, pricing and policies and knowledge of the local area and events
  • To carry out or ensure that regular On-the-Job training is taking place to agreed standards.
  • Assist in monitoring and developing team member performance to include, but not limited to, providing supervision, conducting counseling and evaluations and delivering recognition and reward
  • Assist in the recruitment and interviewing of team members
  • Assist with up-selling techniques to promote hotel services and facilities to maximize room occupancy and overall revenue
  • Acts as the manager on duty in the hotel when senior managers are not available.
  • Responsible for the proper functioning and revenue generation of the business center
  • Responsible for the travel desk team in terms of guest transfers, billing, vehicle maintenance and proper co-ordination between the front desk team and the travel desk team
  • To maintain constant check of service offered to guests to assure continuing expected standard of hotels standard operating procedures.
  • To ensure constant follow-up on guest history.
  • To send out periodic statistical data to the concerned departments
  • Co-ordinate the preparation of duty rosters and ensure all shift are manned in relation to amount of work
  • To detect and take action when service or equipment is mall functioning in the department.
  • To ensure the completion and follow-up of new and pending maintenance work in front office department
  • To comply with the stipulated house rules
  • To comply with any statutory and legal requirement for fire, licensing, health and safety.

Work and Education Qualifications

  • Diploma or Certificate in Front Office Operations or Higher qualification in Hotel Management.
  • Must be computer literate – working knowledge of office packages – word, excel.
  • Experience: A minimum of three (3) years’ experience in a similar position, additional language ability is a plus / Minimum of three (3) years’ experience with a noted Brand.
  • Clearly demonstrated Management and Leadership ability.
  • Knowledge of Labor Laws,
  • Have undertaken either internally or through other sources the following course:
  • Basic Accountancy
  • Management / Leadership
  • Customer Care / Hospitality
  • Communications Skills

Skills and other competencies

  • Communicate clearly and understand the predominant language(s) of our guests.
  • Work in a standing position for long periods of time (up to 6 hours).
  • Proficient in computer operations including hotel management system, word, excel & outlook.
  • Good people management skills, communication and listening skills. Must be flexible and adaptable to change.
  • Demonstrate time management and organizational skills.
  • Must be internally motivated and detail oriented and have a passion for teaching others.
  • Must be able to work a flexible schedule including days, weekends and holidays.
  • Punctuality and regular and reliable attendance.
  • Honesty and Integrity
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