Hospitality Operations Administrator at Helderberg Personnel

Purpose of the Role: 

• To provide efficient administrative and operational support across the Restaurant, Boutique, and Guest House divisions of the Estate. The role requires strong organisational ability, attention to detail, and effective communication to ensure smooth daily coordination within a luxury hospitality environment.

Key Responsibilities Include but Are Not Limited To

(Office |Restaurant | Financial | Boutique | Guest House Administration)

General Administration & Communication

• Maintain an in-depth knowledge of the Estate, its offerings, and wine portfolio
• Manage reception duties, including email correspondence, call screening, and guest or client enquiries
• Coordinate diaries, meetings, and the driver delivery/collection schedule
• Prepare and distribute internal communication, notices, and updates
• Oversee office supplies, consumables, and general upkeep
• Maintain and update departmental records, SOPs, and information on the shared server

Restaurant Administration

• Handle restaurant reservations and ensure accurate communication of bookings and special requirements
• Compile and circulate function sheets for internal coordination
• Support hospitality events and assist with updates on digital dining platforms
• Load special events and relevant details on Dineplan

Financial & Boutique Administration

• Process POS transactions, reconcile weekly cash-ups, and manage petty cash and deposits
• Prepare supplier consignment reports and submit invoices to Accounts
• Train boutique staff on POS, product knowledge, and service standards
• Conduct stock counts, monitor levels, and process supplier orders
• Maintain and update product and pricing information on Micros

Guest House Administration

• Coordinate bookings and guest communications with Events and Perfect Hideaways
• Ensure reservation details are accurately captured and managed
• Arrange purchasing of amenities and oversee property readiness prior to guest arrivals
• Conduct check-in and check-out procedures and manage inventories
• Report maintenance issues or damages promptly

Criteria

• Proven administrative experience within a hospitality or luxury environment
• Excellent organisational and communication skills
• Strong attention to detail and confidentiality in handling information
• Ability to multitask and work effectively under pressure
• Proficiency in MS Office, POS systems (Micros), and reservation platforms

Closing Date:  2025-12-04