Assistant Front Office Manager (Ngala_Front Manager) at andBeyond

• Please note that this role is responsible and assists with overseeing the Front Office, Safari Shop, Massages and Transfers business unit. This person will relieve the Front Office Manager when she is on leave.

OUTPUTS:

LODGE COMMUNICATION

• Ensure clear communication throughout the lodge from a Front Office Perspective 
• Preparation of all details of daysheet ,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 daysheet
• Ensuring Receptionists are maintaining daysheet and assist when needed
• Capturing guest feedback forms
• Checking emails and communicate actions accordingly to relevant departments
• Clear and open communication with Bateleur House 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 Bateleur House
• Communicate all relevant information to Camp Managers, Hospitality Manager, Operations Manager and Lodge Manager
• Prepare lodge operational daysheet 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, Safari Shop, Massage Therapists & Receptionists
• Analysing 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 daysheet 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 Bateleur House 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 Enkulu Gate

SKILLS REQUIRED:

• Excellent Communication skills - with guests and fellow staff members
• Ability to maintain a positive attitude even when encountering negative circumstances or challenging environments
• Excellent English – spoken, understanding and written
• Attention to detail, accuracy, meticulous, precise
• Excellent computer skills – especially word, outlook and excel
• Need to work well under pressure
• Patience is a must
• Good organisational ability
• Honest, have good integrity, proactive and driven person
• Leadership Skills is essential
• Teamwork/collaboration
• Fast Decision-making skills with a natural responsible attitude
• Basic Financial and business skills

KNOWLEDGE REQUIRED:

• Hospitality and the lodge industry
• Knowledge of surrounding areas and communities
• andBeyond Knowledge
• PANstrat Knowledge

PREVIOUS WORK EXPERIENCE REQUIRED:

• Experience in a 5 or 4 star Lodge
• 2 years working experience in a front office role essential
• Assistant Management or management in Front office is advantageous