Key Duties and Responsibilities
- Organize the whole financial aspect of the Hotel in all departments.
- Deal effectively with requests from Global Office as well as from the Owner’s side.
- Establish proper procedures and guidelines in terms of Purchasing, Capital Expenditure planning and implementation, annual budgets and forecasts
- Establish new IT procedure and the set up of IT System that would establish Control and Procedures.
- Create new IT files for implementation so as to gain time and generate an increase in efficiency meeting the reporting needs of the Company.
- Controlling the payroll burden of the company and oversee the preparation of the monthly hotel payroll
- To be IT proficient in hospitality PMS, POS and Accounting Software Systems.
- Responsible for the preparation of the month end reporting to the Global Office and the Owners
- Ensure that all control procedures relating to the inventory, purchase and payable ledgers are adhered to at all times, and any discrepancies are reported to your superior immediately.
- Fully aware of all related accountable issues in regards to the Purchase ledger
- Monitor and review purchasing, delivery and requisitioning procedures.
- Oversee the payable entries and preparation of cheques
- Assist wherever needed in all tasks done by employees under his/her control responsibility
- Directs and assists in conducting the regular stock takes within the Food & Beverage, Housekeeping and other Inventoried Departments on a monthly basis in accordance with schedules set by your immediate Supervisor.
- Participates in inventory counts to ascertain that they are properly taken and coordinated with the accounting record.
- Maintaining and conducting quarterly Operating Equipment stock take for the complete operation of the property.
- Ensure at all times that the Accounting system reflects the revenue and statistical figures of the Property Management System
- Ensure that accurate reconciliation of all Balance Sheet accounts for each month end are prepared
- Conduct the establishment of the yearly Budgets and Forecasts with the Excom, Director of Sales and General Manager
- Prepares monthly revenue reports for Management and Global Office
- Ensure the Fixed assets registry is up to date
- Coordinates the collection and preparation of all statistical data required by the General Manager
- Oversees the reconciliation of all bank accounts each month. Conducts monthly cash count of general cashier and other cashier’s cash funds.
- Ensure all procedures in terms of Income Auditing are respected and enforced.
- Oversee the preparation of the weekly Cash flow projection and monitoring thereof.
- Work closely with the General Manager in all related matters concerning the good function of the department and hotel financial operation, as well as the maintenance of good working relationships with the Owners and Management Company.
General Accounting functions
- Ensure accurate and timely delivery of the month end accounting package.
- Ensure that financial controls are adhered to and developed alongside the business.
- Control and seek to reduce all operating costs of all departments in the hotel whilst maintaining standards set.
- Ensures that the Accounting department and any other department are respecting the Hotel accounting policies and procedures at all time
- Ensures that all accounting entries are made according to the Uniform System of Account and or to the guidelines provided by Global Office or the Executive Vice President of Global Finance
- Responsible for the revenues received and dispersed in all departments under his/her direct supervision by maintaining proper internal controls and auditing procedures
Skills, Experience & Educational Requirements
- To have excellent numeric, literacy and keyboard skills, possessing Microsoft Word, Excel, Word, Outlook and PowerPoint (essential) and a knowledge of IS systems such as Accounting Softwares and Micros POS system (Opera/Fidelio is desirable).
- To be knowledgeable in advanced computer set up, such as MS Macros, Networking, Servers andHyperion
- Minimum of 5 years-accounting experience and previous accounting experience at a director/managerial level.
- Proven leadership and coaching skills with a track record of developing a highly motivated and cross-trained group of progressive accounting professionals.
- Familiarity with hotel operating systems and software
- Excellent administrative, interpersonal, organizational, written and verbal communication skills.
- Highly organized and able to prioritize and meet deadlines in a fast-paced environment.
- Computer literacy a must, with a strong knowledge of Word, Excel, Word, Outlook and PowerPoint.
Education or Certification
- Professional designation or acceptable university degree with an appropriate specialization in Accounting or enrolled in a recognized accounting program with progression to 3rd or 4th level preferred.
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Key Duties and Responsibilities
- Responsible for achieving retail sales targets as set by Bastien Manager.
- Ensure aftercare recommendations are made at the end of every treatment, linking with client concerns and offering to prepare products at reception for purchase.
- Encourage clients to return to the spa by recommending an ongoing treatment program and cross selling the other business centers in the spa. Maintain a sound knowledge of all treatments, packages and any promotions.
- Participate in demonstrations/ events as required.
- Ensure that daily sales figures are accurately recorded.
- Perform all treatments at an exceptional standard, as per the ESPA protocols and standards taught in training, whilst tailoring to the client’s specific needs.
- Update own knowledge of products and treatment brand standards, outside of formal training by Bastien and Head Therapist.
- Carry out an in-depth consultation with each client prior to treatment, ensuring medical history and concerns are identified.
- Protect the guest experience by moving quietly around the treatment room and in corridors.
- Use the correct quantities of products as specified by the manufacturer and not exceed that amount.
- Maintain linen and product levels in the treatment rooms, ensuring trolleys are stocked, clean and organised as per the spa standards.
- Follow treatment room opening and closing procedures correctly, reporting any maintenance issues to the Duty Manager
Treatments, services, retail
- Execute and explain perfectly all treatments
- Recommend all products to the guests
- Make sure about the quality and the procedure of the services provided in the studio
- Make sure of the information given in the studio by his/her direct team members or by the other department’s team members
- Make sure that the products are well presented, explained and sold.
- Check on the display of the products (pro & retail) (cleanliness, tidiness, validity date…)
Team, Standards, connection between departments
- BT2 is aware of his roster and is present, accordingly on time and ready.
- BT2 knows and checks all standards from the treatment bed set-up to the pantry display.
- Present a perfect grooming in front of the guest (referring the standard) and ensure the team does too.
- Keep a great attitude with guest and colleague.
- Represent with perfection the Pedi:Mani:Cure Studio within the resort, making sure all staffs are well aware of what is the concept, the treatments, the products. Develop the link between the Studio and the other departments (ease the bookings, the promotion)
Financial, Stock, Guest Data Base
- Is aware on a daily basis of the financial results by checking on the revenues, variance with the previous year and the targets. Important to understand the MTD and YTD notion.
- Check on a daily basis the part of the stock of professional and retail products that he used and inform the BSS.
- Update the guest data base.
Organization, Communication, Reporting, Implication
- On a communication point of view, BSAM needs to contribute in making the hotel and the staff has the right perception of the Studio, what is done.
- Present at the daily meeting with the team.
- Keep all information confidential.
Skills, Experience & Educational Requirements
- Minimum of 1 year in 4/5* Spa, retail, and/or hospitality environment.
- Previous experience as Therapist in a 5 start Resort for a minimum of 1 year.
- Previous education and diplomas in related field.
- Skills in sales, marketing and guest relations.
- Flexible schedule, available to work evenings, weekends and holidays
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Key Duties and Responsibilities
ATTENDANCE
- Make sure you arrive at work as per the roster.
- Lead by example when it comes to time and attendance set out by the company handbook.
- Ensure all allocated areas of responsibility are checked and ready as per departmental lists.
GROOMING AND HYGIENE
- Responsible for staff uniform appearance and personal hygiene in his section.
- Reports on duty as per roster, clock in when reporting on duty, swipes out when finishing the shift, attire as defined, wears name tag at all times
DAILY ACTIVITIES
- To ensure immediate subordinates perform within the framework as set forth in their job descriptions and standards of performance
- Ensure that the staff time book is completed daily
- To ensure that all kitchen staff commence duty on time and that they are wearing the correct uniform and complex health regulations
- Practice daily on the job training and to assist the Chef de Cuisine in his monthly training sessions and be actively involved in taking classes
- To ensure safe working conditions for all kitchen personnel
- To ensure that all maintenance requirements are reported and recorded daily
- To be responsible for all deliveries, that they are checked properly with an emphasis on quality, quantity and priced as per agreement
- To ensure minimum wastage
- To check regularly and physically on the correct staffing of the department
- To ensure a fast and efficient service to the guests
- To ensure that customer relations are kept on a high standard and that all complaints are dealt with immediately and in a manner satisfactory to the customer
- To bring creative ideas for new dishes, more attractive presentations, food promotions etc. to the attention of his immediate supervisor
KEY RESPONSIBILITIES
- Recommend changes in systems and procedures to increase efficiency and to improve service quality
- Ensures prompt and accurate service by kitchen staff to all the customers, to achieve a high level of customer satisfaction
- Ensures availability of raw ingredients at all times, by proper planning, correct requisitioning timings and correct storage in Walk-ins
- Ensures implementation and maintenance of standards of food quality, preparation and presentation
- Actively support F & B service with regular attendance of their briefings
TRAINING
- Encourages team building through regular informal chefs briefings and an open door policy
- Uses Palace’s appraisal system to review performance of direct subordinates and determines their development needs
- Makes recommendations on the hiring, promoting, increments and disciplinary action for employees in the kitchen
- Ensures the career development plans and succession planning of subordinates
- Counsels staff in relation to work related matters
- Ensures constant on the job training and classroom training for all staff
- Attends behavioral and vocational training in own and related work areas to enhance skills and develop multi-functional skills
- Personally conducts key training
ADDITIONAL
- To perform any other duties as directed by your immediate supervisor
- To be available to work overtime when requested
- You as middle management are held fully responsible in keeping your fridges up to the standard of the hotel, making sure you and your colleagues work neat and tidy
- Control your stock levels, make sure you have a proper stock rotation
- Make sure you and your colleagues are cooking all dishes according to recipes and specs
- To be able to control your departments food cost and operating costs
- It is important to control your staff in your department and take necessary action when needed
- It is your duty to run the kitchen and your department and take necessary action when needed
- It is your duty to run the kitchen and your department to the set standard of the Executive Chef
- It is your duty to make sure when you are on shift that all food leaving the kitchen from which ever outlet it is, are up the One and only standards set by the Executive Chef
- To assist with keeping general kitchen areas professional and driving the culinary vision of the Executive chef.
SKILLS, EDUCATION & EXPERIENCE
- 2 years’ experience in store operation in 5 star hotels
- Interpersonal, organizational and strong administrative skills
- Strong communication skills
- Good business acumen
- Computer literate
- Knowledge in Outlet
- HACEP
- Hygiene, Health and Safety standard
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Key Duties and Responsibilities
- Ensure the department and back areas are thoroughly clean at all times.
- Present oneself in a way that enhances the overall guest experience, by adding life and energy into each outlet.
- Ensure that all mise en place is correctly prepared prior to commencing service.
- Prepare all food and beverage requests within the time parameters set by the resort and always display attributes of genuine hospitality.
- Demonstrate excellent product knowledge of all food, beverage, tobacco and special functions held at the resort.
- Participate in the service of any special functions or events organized by the resort.
- Ensure to exceed revenue budgets set by the resort, through up-selling within your own outlet, as well as cross-selling other outlets.
- Ensure that equipment is cleaned, when necessary or according to their schedules.
- Ensure that the bill covers are clean and free of ink stains.
- Supervise the undertaking of physical asset inventories each month.
- At all times, act in a responsible manner, especially in regard to the sale of alcoholic beverages.
- When driving resort’s golf carts, ensure that rules and regulations are followed at all times.
- Supervise the collection and distribution of outlet incentives.
- Generate reports for the outlet and ensures that they are delivered to the correct receivers.
- Attend F&B morning briefings in the absence of the Head of Department and disseminate information to In Room Dining and Banqueting employees.
- Assist HOD to conduct monthly GROW sessions to give waiters and order takers regular feedback on their performance regarding the core and functional competencies related to their position.
- Assist in the process of recruiting new employees for each of the departments together with the Head of Department.
- Organize and coordinate special functions and events, (breakfast station and dinners)
- Continuously train and motivate subordinates to ensure resorts standards are maintained.
- Delegate responsibilities to department personnel and ensure tasks are completed.
- Handle guest complaints in a professional manner as per Policy & Procedure (service recovery).
- Ensure disciplinary action is taken, when necessary, according to resort’s policies.
- Perform any additional or special duties as directed by a superior.
- Maintain highest levels of personal hygiene and grooming at all times, as per standard.
- Practice proper telephone etiquette with colleagues and guests.
- Ensure all tasks assigned by superiors are completed, in a timely fashion.
- Ensure that channels of communication are respected and information is disseminated to the correct receivers.
- Ensure excellent communication and working relationships with colleagues are maintained and contribute to the team spirit.
- Ensure that a safe, hygienically fit working environment is maintained at all times and report any concerns or faults immediately.
- Remains current on all resort happenings, including guests in-house, arrivals and departures, as well as daily events.
- Exhibits outstanding knowledge of the resort, Cape Town and the South African culture.
- Knows and applies resort’s Policies & Procedures, including those for the emergency situations.
- Conducts a monthly communication meeting once a month with line staff.
- Conducts a daily briefing prior to service and a de- briefing once week with team members.
- Ensures maintenance work is completed in a timely and professional manner.
- Ensures all fixed assets are well maintained.
- Ensures all activities are carried out honestly, ethically and within the parameters of the South African Law
- All task given to you to be completed in a timely manner with deadlines met.
- Set up of penthouse and suites
- Overseas mini bars in absence of mini bar supervisor
PERFORMANCE GOALS
- To be involved with Opera System (Front Office and Housekeeping).
- On the job training with staff
- Recap of Finance and Budgets
- Casual staff recording ,expenditure and hours
- Training of staff and their performance.
- Making sure all staff have the same service standard level
- Achieve and set target for revenue budgets in the department
- Set stock count procedures (Linen, Food, Beverage, Operating Equipment)
- Exceed GSQ Feedback
- Responsible for motivating staff in their job.
Supervisor Daily Routine
Breakfast
- Arrive on duty at rostered time.
- Check IRD log from previous day.
- Do morning briefing inform the staff of the following :
- VIP
- Guest Inhouse
- Special requirement/dietary
- Fruits and amenities for the day
- Functions happening around the hotel
- Weather for the day
- Make sure that all staff are clocked in and signed in on attendance register at start of shift.
- Check staff uniform and grooming is according to standards defined in the Employee Handbook.
- Check that all trolleys and trays are set up according to breakfast cards and occupancy requirements.
- Check detailed arrivals list and make ensure all special requirements are met and signed off.
- Check handover and emails for the day.
- Make sure that fruit order is placed for the following day.
- All discounts are charged and recorded daily and left in red box on counter for dinner team to drop.
- Check overnight duties to make sure all is done.
- Check and sign off overnight beverage count.
- Attendance register to be updated daily (Breakfast Manager on duty to fill in breakfast hours).
- Sign Platinum staff in and out, record hours on attendance register on PC.
- Make sure that all trays and trolleys have been collected
- Do daily cash up, no card to be handed over to staff, the manager on duty will do the cash up themselves.
- Cash up to be signed off by the manager doing the cash up, prelist cannot be filed if there is no signature from front office.
- Reading for cash up only done once Pre-list is complete
- Make sure that log is completed for the both breakfast and lunch service.
- Make sure that next shift is checked in.
- Complete micros request form for any menu changes or additions.
Dinner
- Arrive on duty at rostered time.
- Do afternoon briefing to inform the staff of the following :
- VIP (go through detailed arrivals) Food and Beverage Revenue Forecast for the day
- Daily flash Report
- Detailed arrivals list
- Beverage stock sheet for the day before.
- Guest In-house
- Special requirement/dietary
- Fruits and amenities for the day
- Functions happening around the hotel
- Make sure that all staff are clocked in and signed into attendance register at start of shift.
- Check staff uniform and grooming is according to standards defined in the Employee Handbook.
- Check that all trolleys and trays are set up and ready for dinner service.
- Make sure that fruit order is placed for the following day.
- All discounts are charged and recorded daily and left in red box on counter for dinner team to drop.
- Check overnight duties to ensure all is completed.
- Check and sign off Dinner Beverage Count Closing.
- Attendance register to be updated daily (dinner manager on duty to fill in dinner hours).
- Sign Platinum staff in and out ,record hours on attendance register on PC
- Make sure that all trays and trolley have been collected
- Do daily cash up, no card to be handed over to staff, the manager on duty will do the cash up themselves.
- Cash up to be signed off by the manager doing the cash up, prelist cannot be filed if there is no signature from front office.
- Reading for cash up only done once Pre-list is complete.
- Check dry goods, dairy etc., make sure orders are placed and mailed to all IRD management for collection in the morning.
- Make sure that log is completed for the evening service and forward to Food and Beverage Director, Food and Beverage Manager, Exec Chef, Resort chef and IRD Management.
What is expected of you?
- Employee of the month nomination to be completed weekly and placed in weekly objectives which is handed in every Friday.
- On the Job training of 2 employees per day is done for at least 15 minutes daily (basic training, how to fold napkin, how to pour wine etc.)
- Placing of orders daily to be done daily through PeopleSoft if stock is required, order stock based only on level of business; do not over stock as stock will expire.
- Staff roster (in absence of manager) needs to be handed in every Wednesday with PPT and Foundation forecast.
- Actuals and Forecast to be completed by every Monday, with explanation of forecast exceeded.
- Allocated leave (sick, absent etc.)
- Expiry dates need to be handed in every Friday with weekly objectives.
- Beverage stock take is counted and forwarded to IRD Manager, the following needs to be done before the count :
- All transfers to be completed and signed off by IRD Manager, all stock going to rooms on that day to be accounted for (amenities).
- First aid box needs to be filled and maintained.
- Cleaning duties - Heavy duty cleaning that needs to be done is to be discussed with Rooms Manager for assistance, this is recorded and handed in with weekly objectives.
- Weekly training report to be completed by every Sunday and forwarded to Training Manager.
- Attendance registers to be updated daily. Staff to sign in and out, if they do not sign in this is highlighted and they do not get their hours back as it is their responsibility to fill their hours in daily. When register is finished another to be printed.
- Daily staff duties to be allocated in daily briefing
- Leave (Absent, Sick leave) all leave request to be filled out by the staff members and signed off by HR and HOD. (Note this includes unpaid leave, sick and annual leave).
- Discipline staff for tasks not completed and ensures they follow their Portfolio assigned to them.
- Attend Monthly P&L meeting in absence of manager.
Skills, Experience & Educational Requirements
- Fluent in written and spoken English, other languages a distinctive advantage
- To be able work well under pressure
- 2 year experience in a similar capacity
- To be able to communicate effectively and multi task
- Computer literate (Microsoft office)
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