Front Office Coordinator

Front Office Coordinator
(15088)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn.

Set in the vibrant heart of Cape Town’s waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion

**The Rooms Coordinator maintains a strong relationship with the Finance team by ensuring all paperwork is accurately completed including relevant signatures obtained and submitted in accordance with the One&Only standard. This documentation specifically relates to all Front Office adjustments, FIC’s, City Ledgers, Bad Debt and Future Credit.**

**The Rooms Coordinator is required to ensure that all Post Master (PM) Accounts related to Front Office are checked and updated. The Rooms Coordinator is expected to attend the weekly PM meeting, fully prepared and provide the necessary details to the Front Office Manager and Director of Rooms for the monthly credit meeting.**

**Updating the daily Credit Limit that will be checked and confirmed by the Manager on Duty. Placing necessary alerts on Opera, drafting of guest letters and placing no-posts on Opera.**

**Assist the Guest Experience Manager with the Dineplan account. Collaborating to ensure the account is managed daily, reporting any discrepancies, posting based on the Finance spreadsheet only and compiling Dineplan refunds as required.**

**Being able to send Peach and other payment links and posting of Peach and other payment links.**

**The transport list for colleagues to be completed and sent to the supplier by 2PM daily, when on duty.**

**Upkeep of month-end boxes and ensuring the deadbill documents are up to date and filed.**

**Raising of iScala requisitions, managing stock and setting par levels for Front Office, this includes the Front Office retail corner.**

**Confirm that all pre-list documents have been received, scanned and saved on the share drive.**

**Cross-checking that the daily pit checks have been completed by the agents on duty and reporting non-compliance to the Front Office Manager.**

**Finally, the Rooms Coordinator must have a high sense of customer service and communication, fluent in English (written and spoken), and know how to work under pressure. The use of computer, including Microsoft Office products and systems, Opera, Dineplan and ALICE, as well as the ability to write with high speed and in a professional manner is highly required.**

**Key Duties and Responsibilities**

**Development**
- Carries out any assigned task with honesty, transparency, and integrity
- Maintain polite and professional interpersonal relationship with both colleagues and guests
- Demonstrate ability to communicate effectively
- Develop an effective and supportive team environment by listening to and acting on behalf of our guests & colleagues
- Conduct and participate in team meetings and induction of new employees
- Attend all pre-shift briefings under the supervision of a departmental leader
- Under the direction of the direct responsible leader, plan workflow and capacity for the team to ensure optimum manning distribution throughout the daily operations and proper guest service coverage

**Product**
- Act as One&Only brand Ambassador always
- Adhere of company ethics & antibribery policies
- Understand, instill, and live the Company Philosophy
- Ensure compliance with all brand standards, OO markers, quality standards, and SOP
- Always maintains workplace discipline in accordance with company philosophy, policies, and procedures
- Demonstrate an ability to maintain confidentiality and privacy

**Operations**
- Provide close follow-up of each request to ensure all tasks have been completed in a timely manner according to standard
- Showing a personal interest for each of our guests and an authentic goal of being there in any moment
- Manage and control efficiently all paperwork to be submitted to Finance
- Confident with ALICE and logging requests
- Assist with the shipping of every Lost & Found item as well as communicating every valuable found item in guest rooms
- Follow-up with lost lu