Receptionist / Night Audit Relief

**Scope and general purpose of the job**:
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- To uphold the highest standard of the Front Office Operation and Administration
- To deliver the best personal service to our guests.
- To promote and sell The Estate Hotel & Spa and its facilities.
- To maintain the highest level of social skills in order to enhance the image of the hotel.

**Responsibilities**

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- To be an ambassador of your Hotel and the Front Office Department.
- Checking in and out of guests.
- Taking of reservations.
- Handling of all guest informations. Immediately reports any complaints to the General Manager via the Duty Report Book and/or the Front Office Manager.
- Assists the porters by escorting the guess to their rooms and advises of all amenities and facilities in the room.
- Know your area (Strand, SW, Gordon’s Bay Cape Town), and all current events and happenings and Tourist attractions. This will enable you to help guests with questions or queries.
- Cashiering - balances and cashing up of all the day’s takings during your shift. Only reports off duty when this is complete.
- Night Audit relief. Must be familiar with all night audit functions and complete the auditing function daily before going off duty.
- Set up for groups:

- Welcome drinks must be ordered from F & B.
- All keys, registration cards must be in order and in placed on the group arrival table.
- Liaise with porters/housekeeping when any room allocations changes to groups are made and instruct them to make amendment.
- Ensures that all ledger accounts are closed off daily and sent to accounts receivable with all necessary documentation.
- Ensures a clean and neat working environment.
- Fully knowledgeable of operating the switchboard and answers the calls according to the hotel standards.
- Exchanges foreign currency according to set hotel rules. Ensures that the values of the hotel are protected at all times.
- Cash float. Responsible for daily float and accepts and hands over the float form shift to shift. Is full responsible for any shortages.
- Understand and operate the Opera PMS., as well as any other computer programs currently in use at the front office.
- Has full knowledge of all VIP arrivals; treats them accordingly and calls the General Manager on arrival, or in his absence the most senior manager on duty. Alerts all departments of the VIP arrivals.
- Must do a pit check on every shift and ensure only relevant information is in the pit; all postings are correct; all dockets are neatly filed; all old guest info is correctly filed.

**General duties**:
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- Maintain a high standard of customer relations and personal contacts with guests and ensure that guest complaints are dealt with immediately and efficiently and are reported to the General Manager.
- Create an atmosphere of team work and co-operation and ensure the smooth running of the accounts department.
- Ensure that he/she meets all deadlines for reports as requested by management, or head office, be it daily, weekly or monthly reports. This includes internal reports.
- Always attends, and is attentive to, any training offered. Ensure that all staff members are trained and guided_ _to understand all rules and standards applicable to the selling and reservation aspects of the hotel.
- Attend all assigned meetings and ensure positive contribution, assistance and team spirit.
- Be familiar with all fire, safety and emergency procedures and be able to communicate them to guests and staff reporting to him/her.
- Confidentiality: All written and verbal communication accessible to the employee, relating to the company, management and hotel guests are to be confidential and not to be disclosed to any third party or otherwise. This includes names, addresses and personal details of all nature.
- Additional duties: To perform other duties, and / or overtime, when so required.