Member Services Officer

3 months ago

Hoedspruit, South Africa HotelJobs.co.za Full time

**Overview**

**Broad Purpose**:
To manage the administration of the Game Reserve Share Block, housekeeping function including laundry services, retail shop and to assist with the administrative and member service-related tasks in the office.

**Remuneration Structure**:

- Salary : Highly competitive salary Negotiable
- Accommodation provided (Single Status)
- Unirorms
- Leave Cycle
- Other additional benifits will be discussed in the interview.

**Requirements**:

- Matric
- Tertiary PA / Administration qualification or similar
- Hospitality Management diploma - Plus
- ** Must have Pastel bookkeeping software experience - Essential**

**Skills And Attributes**:

- Good administrator.
- Attention to detail.
- Customer service skills.
- Good communication skills.
- Planning and organisational skills.
- Solution orientated.
- Previous Hosplitality Management Experience - Lodge / Hotel management ( Plus)
- Previous Shareblock management / Admin experience (Plus)
- ** IR / Relationship Management.**
- Strong Member and User relations.
- Good interpersonal skills.
- Leadership skills.
- Agile at making things happen through managing relationships and networks effectively.
- Polite and clear communicator.
- Reliable.
- Willing to develop others.

**_ The Member Services Officer works under the direction of the General Manager / Warden and the Financial Assistant._**

**Key Responsibilities**:

- ** Efficient administration of the member housekeeping function, including personnel and the planning of resources required.**
- Provide reception facilities to Members, Users and guests
- Answer telephone calls from Members, Users and guests
- Respond to electronic mails received from Members, Users and guests
- Reservations and record keeping for arrival/departure cleans and daily, weekly, fortnightly and monthly services - Cleaning of Units as per member requests and directives daily.
- Resource planning (personnel and cleaning materials) for housekeeping and laundry service - Efficient management of Human Resources and cleaning materials.
- Allocation of employees to different Units each day - ensure positive feedback and satisfied members
- Training of employees - Housekeeping and laundry services
- Quality check house cleans and laundry service.
- Raise invoices and/or sales orders for housekeeping and laundry services daily in arrears - Accurate and timeous invoicing of services delivered and/or provided.
- Control Unit keys - security management
- Manage the issuing and replacement of employee uniforms
- Ensure that employees are taken care of and look presentable at all material times.
- Fire extinguisher management
- ** Reserve Retail shop sales and administration including inventory management.**
- Arrange for special services such as pest control and radio repairs.
- Sale of gas, wood, petrol/diesel, clothing items and general supplies to Members, Users and guests - Ensure correct and accurate entries for billing purposes.
- Raise sales orders daily
- Stock count by the last day of the calendar month - Accurate and timeous stock inventory count each month.
- Diesel and Petrol reconciliation
- Liquid Petroleum Gas reconciliation
- ** General office administration**
- Keep the database of member contact details up to date - Update as and when required
- Raise water and electricity invoices by the 28th day of each month - Accurate and timeous invoicing each month.
- Administer the sale and transfer of Units - Accurate and timeous supply of information and check lists to Members.
- Process member insurance claims as and when required - Accurate and speedy submission of claims.
- Reconcile and balance petty cash daily.
- Assist with banking as and when required - Accurate transactions
- Issue visitor permits as and when required - Accurate and timeous permits
- Assist with Member services and requests when other employees are on leave or out of the office - Smooth administration and satisfied members.
- Purchase of sundry and general office supplies as and when required.
- Assist in addressing auditor queries - Ensure that the annual audit is completed on time.
- Filing and general administration
- Record keeping - Accurate and well organised Company record keeping.
- Order laundry and cleaning supplies as and when required
- Arrange for special services such as pest control and radio repairs
- Deal with payment/supplier enquiries
- Assist with ad-hoc and monthly supplier payments
- Ensure callout fees are captured and recorded.
- Ensure Contractor invoicing and the on-charge fee to Members are captured and recorded. - Accurate and up to date record keeping
- Manage employee leave and days off balances.
- Ensure that Member and User lists are kept up to date - Update as and when required
- Assisting the Assistant Warden when needed with administration for Member services and maintenance.
- Assisting the General Manager/Warden with arranging key meetings and interventions.
- ** Maintaining the boma, clubhouse, cott

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