Back Office Administrator and Booking

6 days ago

Cape Town, South Africa Pigalle CapeTown Full time

**Job Title: Back Office Administrator and Bookings & Events Co-ordinator**

**Job Overview**:
**Purpose of the Role**:
The primary purpose of this combined role is to ensure the smooth and efficient operation of back-office functions while delivering outstanding service in managing reservations and event coordination. This dual responsibility is critical for maintaining accurate financial records and enhancing customer satisfaction resulting in the overall success of the restaurant.

**Responsibilities**:
**Week 1: Back Office Administrator Responsibilities**:
**1. Bookings & Invoicing**:

- Oversee the administration of the booking process; ensure accurate recording of advance payments, deposits, and invoicing.
- Implement a robust invoicing system to prevent duplication and ensure closure of the invoicing process.
- Reconcile cash received from patrons with POS records and investigate discrepancies between invoiced sales and POS records
- Update and maintain the Bookings and Events reconciliation daily.

**2. General Record-Keeping and Administration**:

- Develop and maintain a comprehensive record-keeping system for documentation control.
- Enhance cash reconciliation processes by regularly verifying cash on hand with sales records.
- Maintain an up-to-date filing system of all documentation.

**3. Internal Controls Management**:

- Implement strong internal controls, including segregation of duties and dual authorizations for cash transactions.
- Oversee the POS management system for transaction tracking and recording.

**4. TIPS & Service Charge Management**:

- Audit TIPS and service charges for accurate reconciliation and compliance with handling procedures.
- Prepare and submit TIPS reports on a weekly basis.

**5. Manage All Creditors' Processes, Reconciliations, and Controls**:

- Oversee the entire creditors' management process, including but not limited to:

- Maintaining accurate and up-to-date records of all creditors
- Ensuring timely payments to creditors according to agreed terms
- Reconciling creditor accounts regularly to identify and resolve any discrepancies
- Implementing strong controls and approval processes for creditor-related transactions
- Collaborate with the Accounts Payable team to streamline the creditors' management process and enhance efficiency.
- Regularly review and update the creditors' database to maintain accurate and reliable information.
- Ensure compliance with all relevant financial regulations and internal policies related to creditor management.

**6. Oversee the Purchase Order Management Process**:

- maintain a robust purchase order system to control and track all purchases made on behalf of the restaurant.
- Review and approve purchase orders in a timely manner, ensuring they are aligned with the restaurant's budgets and procurement policies.
- Liaise with the Restaurant Management to ensure the accurate and efficient processing of purchase orders.
- Monitor the status of outstanding purchase orders and follow up with suppliers as necessary.
- Implement controls to prevent unauthorized or unnecessary purchases and ensure that all purchases are properly documented.
- Analyse purchasing data to identify cost-saving opportunities, pricing discrepancies and optimize the procurement process.

**7. Petty Cash Control & Management**:

- Maintain strict control and oversight of the petty cash fund, including establishing clear policies and procedures for its usage.
- Ensure accurate and timely recording of all petty cash transactions, including reimbursements and replenishments.
- Conduct regular petty cash reconciliations to verify the balance and identify any discrepancies.
- Implement appropriate security measures to safeguard the petty cash, such as secure storage and access controls.
- Provide training to relevant staff on proper petty cash handling procedures to maintain accountability and control.
- Regularly review and update the petty cash management process to identify areas for improvement and enhance efficiency.

**Week 2: Bookings & Events Co-Ordinator Responsibilities**:
**1. Reservation Management**:

- Handle all incoming reservation requests, ensuring accurate record-keeping and customer satisfaction
- Maintain and optimize event calendars to enhance communication among stakeholders.
- Build strong relationships with ALL (regular and VIP) customers, responding to inquiries and feedback professionally and in a timely manner.

**2. Bookings and Invoicing**:

- Prepare and issue accurate invoices for bookings and events, coordinating with the Back Office Administrator for seamless financial documentation.
- Maintain and update booking records diligently, ensuring all information is consistently accurate.

**3. General Administration**:

- Undertake general administrative tasks, such as filing, document organization, and data entry.

Provide support to the management team as needed.

**4. Maintain and uphold the restaurant image, name, and culture**:

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