Front Office and Administration Manager

SUMMARY: The Front Office and Administration Manager handles the daily accounting, payroll, and assisting with HR functions for the hotel in addition to various administrative tasks for multiple departments. The individual will be well versed in Front Office operations to assist the Agents with guest concerns and overall guest service. The Front Office and Administration Manager will also act as a Manager on Duty during some of their shifts.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, and other duties may be assigned.

•  Record the daily sales, balance the credit cards.
• Enter all invoices into the M3 Accounting software under the proper vendor and GL code.
• Assist with employee recognition events and activities including, but not limited to: associate celebrations, communication of achievements, birthdays, and anniversaries.
• Monitor inventory control and ordering procedures for Front Office and guest supplies.
• Organize and execute all training of Front Desk Agents.
• Oversee Front Desk Agent scheduling and requests.
• Actively participate in cleanliness of all facilities.
• Handle any guest complaint or issue in a professional manne.r
• Document and communicate associate challenges.
• Assist other departments as needed.

OTHER DUTIES/RESPONSIBILITIES:

•  Comply with house policies and procedures.
• Attend all management training as requested by Director of Operations, the Human Resources Manager and/or the General Manager.
• Follow/enforce company policies and procedures.
• Ability to create, develop and make formal presentations using audio/visual aids.
• Create courteous, friendly, professional work environment.
• Provide overall direction, coordination, and ongoing evaluation of operations.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Report all safety hazards and suspicious person or activities to Security.
• Know all safety and emergency procedures and your role in assisting during these times.
• Will be required to work a varied schedule that may include evenings, nights, and week-ends.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE/EXPERIENCE:

•  3 years’ hotel experience as a Guest Service Agent, Supervisor or Manager
• Front Office Accounting experience
• Must have experience at properties of similar size and quality
• Proficiency in Microsoft applications is required

LANGUAGE SKILLS:

Ability to read, analyze, and interpret financial reports. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exits. Ability to interpret a variety of instructions in written, oral, diagram, or schedule form.

Accountable for balancing the daily shift bank and maintain organization and demonstrate quality service.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is:

• Regularly required to stand, walk, and talk, or hear.
• Frequently is required to use hands to finger, handle, or feel objects, tools, or controls.
• Occasionally required to reach with hands and arms.
• Occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommo