Administrative Officer - Department of Residence Affairs and Accommodation at University of Pretoria/Universiteit van Pretoria

Job Purpose
To provide effective and efficient professional services to the Guest Accommodation (GA) office pertaining to handling of all administrative, operational and logistical functions related to the guests at all UP campuses. Expected prominence being on overall excellent client service as well as working as part of a high performance team within prescribed turnaround times.

Responsibilities
The successful candidate’s responsibilities will include, but are not limited to:

Client/guest administration:

• Attend to day to day guest reservations of visiting academics and VIP delegates aligned with UP;
• Ensure that the placement schedule and system is updated regularly;
• Attend to accounts and finance administration;
• Provide guest reports timeously;

Guest service and communication:

• Offer a professional, friendly client service to walk-in, e-mail, and telephonic clients at all times within prescribed turnaround times;
• Provide timeous and efficient communication to clients/guests/students;

Enquiries:

• Attend to all e-mails and incoming telephone calls from clients – internal and external;
• Attend to escalated enquiries and ensure feedback is supplied within prescribed timeframe;
• Attend to enquiries regarding processes and procedures within the Department with knowledge of what must be escalated to who;

Access control:

• Attend to access on PeopleSoft of all Guest Accommodation controlled premises;
• Coordinate the allocation and circulation of keys;
• Ensure that all administration regarding keys are up to date;

General:

• Attend to general enquiries pertaining to internal divisions within Tuksres;
• Assist with facilities and asset control;
• Assist with administrative duties related to recess groups in residences.

Minimum Requirements

• A relevant three-year diploma, with:
• Two years’ experience in a client service environment;
• One year’s experience in an accommodation establishment and accounts handling.

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Good communications skills, both verbal and written;
• Ability to work under pressure in a real-time environment;
• Ability to work in a team environment;
• Attention to detail;
• Good interpersonal skills;
• Knowledge of the UP website;
• Computer literacy;
• Technically competent in PeopleSoft or equivalent;
• Knowledge of an accommodation booking system;
• Excellent knowledge of UP policies and regulations.

Added Advantages And Preferences

• A relevant Bachelor’s degree;
• Two years’ experience in the hospitality environment;
• One years’ experience in a tertiary education environment;
• A valid driver’s licence.

Closing Date: 13th, July 2022