Senior Officer: Guest Accommodation

3 weeks ago

Pretoria, South Africa University of Pretoria Full time

**UP Professional and Support**:
DEPARTMENT OF RESIDENCE AFFAIRS AND ACCOMMODATION

SENIOR OFFICER: GUEST ACCOMMODATION

PEROMNES POST LEVEL 9- The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development._

JOB PURPOSE:
To provide support services to the Guest Accommodation (GA) office with regards to the administrative, housekeeping, human resources, operational and maintenance functions related to guest housing at the Department of Residence Affairs and Accommodation's Guest Accommodation Facilities. To observe all Occupational Health and Safety, fire hazards and safety protocols.

RESPONSIBILITIES:

- GA facilities supervision, maintenance and control:

- Ensure that the Guest Accommodation facilities, e.g., buildings, general infrastructure, furniture, and equipment, are in good working order as per UP standards and compliant with Occupational Health and Safety regulations;
- Control and inspect the GA facilities;
- Communicate with the GA Coordinator regarding requests and problem areas;
- Arrange access, monitor and quality control internal and external contractors upon completion of work;
- Approve and close completed work orders on PS, and report poor performances of contractors or contract managers;
- Report general defects and repairs required pertaining to maintenance by using the work order system;
- Conduct bi-weekly Health and Safety inspections and submit reports;
- Human resource management:

- Responsible for supervision, coaching and mentoring of House Keeping staff;
- Monitor set cleaning standards and procedures;
- Arrange meetings with team leaders and staff to discuss cleaning requirements and draft cleaning schedules;
- Monitor the staff work attendance daily, and manage absenteeism, punctuality, staff morale, and administration of staff leave;
- Provide and or arrange the required staff training on cleaning equipment and cleaning chemical usage and prevent wastage;
- Manage conflict amongst Housekeepers and assist with conducting disciplinary enquiries;
- Manage, issue and monitor safekeeping and storage of equipment and cleaning chemicals;
- Manage staff performance and complete staff performance agreements and appraisals;
- Client service and communication:

- Attend to escalated enquiries and ensure feedback is provided;
- Attend to enquiries regarding processes and procedures within the division with the knowledge of what must be escalated to whom;
- Identify and escalate enquiries to Coordinator: Guest Accommodation and/or Deputy Director: Housing Services;
- Establish and upkeep reviews database and provide reports;
- Finance and administration:

- Responsible for inventory inspections and upkeep of inventory lists upon guest check-in and out;
- Assist with debtors’ accounts when the need arises;
- Discuss GA housekeeping-related budget requirements, plans, and challenges with the GA Coordinator;
- Asset management:

- Establish and upkeep GA assets database and control;
- Request replacement of assets where required;
- Facilitate the placement of assets in rooms upkeep and keep records;
- Project administration:

- Plan accommodation of groups/programs; ensure the space is available, gender and culture are considered, keys are available after hours, etc.;
- Assist with the planning of annual GA facility upgrade projects;
- Assist with holiday/ad-hoc group administration;
- Inspect, record and report defects or incomplete work during renovations by creating snag lists and reporting;
- Contribute to marketing initiatives of GA facilities.

MINIMUM REQUIREMENTS:

- Relevant National Diploma;
- A total of three years’ experience in/with:

- A client service environment;
- A hospitality environment at an academic or other corporate accommodation establishments;
- Administrative processes, procedures, and workflow;
- Overseeing building facilities regarding maintenance needs;
- Health and safety requirements, breakages/damages;
- Financial experience including accounts and resolving general financial enquiries;
- Creating relevant correspondence to guests;
- Valid driver's license.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Knowledge of:

- Hospitality environment;
- Report writing;
- Administration;
- Relevant policies and protocols;
- University structure;
- Technical competencies:

- Computer literacy;
- Basic accounting or mathematics knowledge;
- Financial management;
- Behavioural competencies:

- Skill and ability in coordinating, facilitating, and participating in a collaborative approach to the completion of tasks or assignments;
- Ability to:

- Maintain social, ethical, and organizational skills;
- Convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message;
- Develop and maintain strong relationships with

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