Front Office Administrator

4 weeks ago


Dubai, United Arab Emirates the first group dubai Full time


KEYRESPONSIBILITES

  • Responsible for managing theassignment of rooms and supports the front office by serving as theliaison between Sales, Housekeeping and the Frontoffice
  • Assign, monitor & manage VIParrivals/ bookings/ arrange amenities
  • Manageroom inventory days out in advance and relay any overbookings orupcoming issues to the appropriateleadership
  • Responsible for blocking all groupand F.I.T guest reservations in the rooms PMSSystem
  • Manages available rooms inventory in therooms PMS system, including special requests, long stay guests,VIP’s
  • Handle VIP assignments, pendingroom communication, execute room moves, facilitate guest roomamenity deliveries; all while also acting as a front desk agent tocover agents' breaks and answer internal and external callsthroughout their shift
  • Provide quality guestservices that include registering and assigning rooms to guests,issuing room keys, transmitting and receiving messages, keepingrecords of occupied rooms and guests' accounts, making andconfirming room reservations, and presenting statements to andcollecting payment from departingguests.
  • Continually check the accuracy of roomcount & room availability
  • Ensure allrooms and suites assigned according to guestpreference
  • Completion of all Opera reports thatare focused on blocking certain room types forguests
  • Assist to attend the Group Resumemeeting and handle all group arrivals
  • To have afull working knowledge of the Wyndham Rewards and its benefits bytaking every opportunity to enrol newmembers
  • Maintain comprehensive knowledge ofstandard reservation procedures
  • Communicate toAssistant Front Office Manager and Duty Manager all informationlikely to be of interest to hotel Management such as the expectedarrival and departure of VIPs and all other pertinentinformation
  • Be aware of the hotel availabilityand of every opportunity to maximize roomrevenue
  • Gain understanding of the departmentalgoals and financial targets and support management team inachieving these targets
  • Ensure all emails arereplied to in a professional and timelymanner
  • To work closely with Service team forany Guest Relation request andarrangement
  • Maintain file system and assistwith data entry
  • Maintain inventory of officesupplies & ensure any requests are made according topre-set budget
  • Maintain security of informationrelating to guests and colleagues in thehotel
  • Demonstrate understanding and awarenessof all policies and procedures relating to Health, Hygiene,Security and Fire Life Safety as well as emergency and evacuationprocedures.
  • Communicate closely and regularlywith Housekeeping Room Controllers in terms of roomassignments
  • Assume overall responsibility formaintaining standards to ensure furnishings, facilities andequipment are clean, in good repair and wellmaintained
  • Perform other clerical tasks asneeded
  • Be familiar with all S.O.P.s and JobAids relating to the Front OfficeOperations
  • Develop and maintain positiveproductive working relationships with other associates anddepartments
  • Support Front Desk staff byparticipating in training efforts, assisting at the Front Deskduring peak arrival periods and break times, and answeringtelephones
  • Prepare group/VIP key packets andarrivals
  • Place rooms in OOO & OORstatus and communicate with Housekeeping andEngineering
  • Work closely with RevenueManagement to help control the overbookingprocess
  • Co-ordinate with Sales for any groupbookings
  • Ensure all special rates and compforms are filed
  • Daily answer all social mediaplatform guest feedback
  • Produce monthly Reportsfor the FO team & Management
  • Otherfunctions not listed deemed necessary by the Assistant Front DeskManager and Director of Rooms
  • Recycles wheneverand where-ever possible and enforces cost savingmeasures

Qualifications andSkills

  • Highschool diploma or equivalent.
  • Previousexperience in customer service or administrative rolepreferred.
  • Excellent communication andinterpersonal skills.
  • Strong organizational andtime management skills.
  • Ability to work wellunder pressure and in a fast-pacedenvironment.
  • Proficiency in Microsoft Officeand other relevant software.
  • Attention todetail and accuracy.
  • Ability to work flexiblehours, including evenings, weekends, andholidays.
  • Knowledge of multiple languages is aplus.


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