Admin Manager

We are looking for a vibrant, energetic and hard-working individual to join our team.

**1. What's the working environment like?**
- You won't be office-based. You will be working out of apartments, remotely and at times from coffee shops.
- It can be fast-paced and stressful at times as things are not as organised currently. We also have too much of a workload at the moment which is contributing to this and need someone to assist with the administration and operations of the business.
- You are rewarded for excellent guest reviews. We have a great team at the moment who care about each other and help one another.

**2. What are our expectations regarding the complete fulfilment of the role?**
- Ideally, someone who can run most of the aspects of this business smoothly without having to be micromanaged
- Maximising excellent Guest reviews. We are striving for perfection. There is no room for error on critical items
- Streamline processes to ensure there are no last-minute issues and there is a plan for unforeseen circumstances
- All tasks are completed with perfection without me having to double-check your work
- A driver's licence is required and you may have to travel around the area to perform errands - a company vehicle is shared with the team

**3. What are the working hours?**
- Mon - Fri 8-5 pm sometimes we may finish 6 pm if we are running late
- You will be required to work alternative weekends when Somkhele is off 8 am - 5 pm or 10 am - 4:30 pm
- You may be required to be on call alternative weekday evenings remotely, you will receive an on-call allowance from 5 pm to 10:30 pm/11 pm. This is mainly to attend to guest check-in issues, enquiries & noise disturbances past 10 pm as 10 pm is when quiet hours are active

**4. Task Description**
- Manage guest bookings and reservations, ensuring that all information is accurate and up-to-date
- Calculate the weekly wages for the housekeepers & staff
- Create policies and standard operating procedures for every task you conduct to ensure you have a checklist in place and clearly defined instructions of do’s and don’ts
- Properly track all maintenance payments and slips for owners and invoicing owners. Ensure that the Maintenance spreadsheet is always kept up to date
- Place orders to suppliers (towels, linen, soap)
- Assisting the other companies in any administration as and when other staff may go on leave.
- Work out the profit and loss for each property.
- Continually monitor market trends, pricing and competitor properties to ensure that our property remains competitive and attractive to potential guests (keeping in mind when there are long weekends, holidays, special events, etc.)
- Submit damage claims for any damages and follow up if this has been paid out.
- Listing New properties on booking platforms.
- Invoice owners & landlords
- Keep track of staff incentives for guest reviews
- Check pricing on properties
- Work out monthly payouts for all properties & owners
- Respond to guest inquiries in a timely and professional manner, providing personalized recommendations for local attractions and activities based on their interests and preferences
- Proactively identify and address any issues or concerns that guests may have during their stay, ensuring that they are resolved quickly and to the guest's satisfaction
- Ensure that guests are aware of any additional fees or policies that may apply
- Try and meet with the guests and ask them how was their stay, if it was good ask them to please leave a review as it will help directors know you doing a great job.
- Monitor guest reviews and feedback, and use this feedback to continually improve the guest experience and the overall quality of the property. You will also need to respond to guest reviews.
- Follow up with guests who have not left reviews and ensure they leave positive reviews and handle negative complaints with care. Your goal is to drive more positive reviews.
- Look at past reviews of guests and what they liked and didn’t like and see if we have attended to these.
- Submit reviews for guests on Airbnb
- Acquiring new properties and speaking to owners.
- Maximise occupancy by encouraging private bookings when apartments are not booked via the booking platforms
- Purchasing items that we may require in the apartments to keep them up to standard and manage guest expectations
- Furnishing new apartments that we may have. Assisting in purchasing the items and co-ordinating delivery & setup
- Make sure each apartment has these 3 items in a file, Inventory checklist, Cleaning Checklist, Picture Checklist.
- Work closely with cleaning and maintenance staff to ensure that the property is always clean, well-maintained, and fully stocked with all the essentials that guests need for a comfortable stay
- Co-ordinating Maintainance with the apartments and maitnananice team.
- Oversee housekeeping staff to ensure they are cleaning the apartments according to the set standards and procedures
- Create