HOTEL INDUSTRY

RESPONSIBLE TO: asst. manager front office,

RESPONSIBLE FOR: front office asst.

JOB SPECIFICATION: three years degree or diploma in hotel management with at least 5 years as a front office asst. in a leading hotel

Having a pleasing personality with good command over English language, knowledge of a foreign language prefer

Duties:

1. Checks statistical data on days proceedings as regards to room revenue and reports,

2. Prepares budgets/three monthly outlook report,

3.  Prepares monthly statistic with regards to:

a)Complimentary rooms,

b)  Regional room nights,

c) Monthly to ministry of tourism,

4.  Ensure that all the staff reports on time with proper uniform and are properly groomed,

5.  Brief staff to ensure maximum efficiency,

6.  Check if any repeat guest/ VIP has checked in as walk-in see that proper status is given to him to ensure personalized services are provided to that guest,

7.  Check that proper room position is calculated and give the “pick up” room figures to reservation in charge,

8.  Check and sign the log book and take follow up action,

9. Check reservation for the day with correspondence to ensure proper instructions are noted on the Whitney slip such as rates, special request, billing instructions etc.,

10.  Check the arrival rack for the day and leave instructions on the reservation slip,

11.  Ensures that no room keys are missing to prevent security risk,

12.  Meet and greet all guest s on arrival and ensures proper rooming,

13.  Train staff on existing/new policies and procedures laid down by the management,

14.  Ensures next days correspondence/arrival rack are tallied and leave appropriate instructions, so that the task are attended to,

15.  Ensures that all gadgets in the front office are in working order to ensures smooth operation in the department,

16.  Check if mail, messages, packets, special requests of guests are being looked after and dealt with properly as appropriate,

17.  Check correctness of:

a)  House count,

b)  VIP list/ list of complimentary,

c)  Sales recapitulation,

d)  Room report,

e)  Pre-registered registration cards,

f)  Rates indicated on reservation slip,

18.  CO_ORDINATES WITH:

HOUSEKEEPING: for uniforms of staff, guest are properly roomed and special requests are looked into i.e. flowers in the room, guest complaints, special requirements in the room, out of order room, prompt cleanness of departure room,

TELEPHONES: to complain if any telephone is not working, to inform the operator of any request made by a guest,

STORES: to ensure that the required stationery for the front office is available,

LOBBY MANAGER: introduction to VIP/ repeat guest, handling difficult and scanty baggage guest,

GROUP CO -ORDINATOR: to ensure that any changes in plan etc. are communicated,

MAINTANENCE: to ensure that all equipment in the front office department are in working condition, duplicate keys are supplied on time guest complaints are attended promptly,

FRONT OFFICE CASH: to ensure all room rate changes are communicated,

ACCOUNTS: ensure budgeted figures are received in time,

F&B: group arrival, meal information is sent, special request of guest s are informed, and function sheets are received,

SALES: informing sales of new accounts,

BELL DESK: for paging, sending messages/packets and co-ordinates on arrival and departures of guests.