Job Description

Our client based in Fourways, Johannesburg is currently looking for an engaging, friendly, and detail-oriented Reservation Consultant/Operations Administrator to join their team. This individual will be directly responsible for taking all bookings received through various mediums and capturing the details of the booking on Opera; as well as the face of the company as they will be the first person that clients will deal with. In your role as an Operations administrator, the person will provide admin support to employees as well as ensure that hotel staff have accurate reports to fulfil their day-to-day activities. The Ideal candidate should have excellent interpersonal skills, be driven and organised, with exceptional attention to detail.

Receptionist Responsibilities:

• Answer, screen, and forward incoming phone calls.
• Provide basic and accurate information in-person and via phone / email.
• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, files and brochures)
• Manage the cleaner to ensure that the rest on the office is clean, tidy and presentable.
• Receive, sort, and distribute daily mail / deliveries.
• Manage own mailbox, reservations, admin, and info mailboxes.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Ensure knowledge of staff movements in and out of organisation.
• Update calendars and schedule meetings.
• Organise conference and meeting room bookings.
• Co-ordinate meetings and organise catering for those meetings.
• Organise food for executive and senior management.
• Assist in sourcing suppliers and obtaining quotes for office supplies.
• Order office supplies (groceries and stationery) and keep inventory of stock.
• Restock supply closet with printing paper, ink, pens, paper clips, staplers, files and folders, and correction fluid.
• Monitor stocks of office supplies (paper clips, stationery, groceries, etc.) and report when there are shortages.
• Keep updated records of office expenses and costs.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and scanning.
• Prepare letters, correspondence, and basic data entry. E.g. Completing contracts, spreadsheets, and application forms
• Take minutes of meetings and dictations.
• Help organise office activities.
• Organising the fixing of malfunctioning office equipment.
• Contacting IT for computer assistance.
• Manage the cleaner to ensure that she prepares coffee, juice and/or gets water for staff.
• Arrange travel and accommodations and prepare vouchers.

Reservation Consultant Responsibilities:

• Manage all incoming calls for the reservation department and respond promptly to all queries through various mediums and across all booking platforms (calls, email, website, [URL Removed] SafariNow etc).
• Always maintain professional and courteous relationships with clients.
• Have a good understanding of our product offering, packages, prices, clients to ensure that you're able to assess client needs and our ability to fulfil those needs.
• Check availability of products and packages, hold reservations, and then respond promptly, within 12 hours to the client with various options.
• Maintain and promote professional and courteous client relations by being prompt and accurate in your communications.
• Develop and maintain professional relationships with IT department/service provider to ensure quick responses to IT issues.
• Accurately capture all bookings on Opera and assess reports to ensure that the bookings have been accurately captured.
• Communicate booking details to the front office team.
• Know the type of rooms available as well as their location and layout.
• Know the selling status, rates, and benefits of all package plans.
• Know the payment terms applicable to each client.
• Prepares quotations and confirmation letter and send them to clients timeously.
• Have a good understanding of hotel policy on guaranteed reservations and no-shows.
• Willing to undertake any reasonable request made by management in any other areas.
• Ability to convert inquiries to bookings.
• Gets involved in revenue-generating activities.

Operations Administrator responsibilities:

• Ensure that the different departments have all the reports and information needed to perform their duties.
• Assist with the allocation of tasks and staff.
• Ensure that the hotel is equipped with resources to meet guest needs.
• Lead daily meetings with staff to ensure that allocations for the day are correct.
• Assist with basic bookkeeping functions.

Requirements:

• 3-Year Hotel School Diploma is an advantage.
• 2-3 Years' experience in the hospitality or service industry in a front office; reservations or call centre environment.
• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite.
• Working knowledge of Opera suite.
• Hands-on experience with office equipment (E.g. fax machines and printers).
• Professional attitude and appearance.
• Excellent written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Pleasant personality, as this is also a customer service role.
• Selling skills.

Remuneration:

• R8 500 - R11 000 per month

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