Job Summary

We are looking for Receptionist to perform administrative and office tasks such as answering phones and email, receiving visitors.

  • Minimum Qualification: Unspecified
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

On behalf of our client, we are looking for Receptionist to perform administrative and office tasks such as answering phones and email, receiving visitors, and providing general information about their organization to the public and customers. The lodge offers luxurious hotel experience to its guests and is located in Karatu with 17 cottages.  

  • Greeting and briefing guests on arrival about our services and activities in a friendly and welcoming manner.
  • Check-in and check-out guests in our computerized front office system.
  • Manage guest requests and activities in a timely manner and share any special orders with the relevant departments.
  • Answer all telephone calls in a professional and friendly manner.
  • Manage reception emails in a timely manner.
  • Allocate guest rooms daily.
  • Prepare picnic lunch orders on a daily basis.
  • Manage safari drives, transfers and activities by ensuring that our supplier is notified and confirmed one day in advance.
  • Take guest morning wake-up calls and tea/coffee orders ensuring they are shared correctly and on time with the relevant departments.
  • Ensure room rates are correctly applied for all bookings before check-out date.
  • Ensure all guest folios are prepared and up-to-date each evening ready for check-out the following morning.
  • Ensure payment is received for all non-account customers.
  • Ensure cash floats balance each shift.
  • Ensure invoices are closed on a daily basis and revenue is forwarded to the accounts department.
  • Ensure enough internet access codes are printed daily for all guests in-house.
  • Ensure working tools and equipment are always in good working condition and report any damage to your immediate supervisor. Requisition supplies as needed.
  • Manage room keys (including spare) and report any missing to the Front Office Manager.
  • Ensure nationality of all guests are entered in our system.
  • Record rainfall on a daily basis.

Shop Activities
  • Make sales in a friendly and helpful manner through our computerized POS system and be proactive and inter-active to make a sale.
  • Ensure the shop and stock is kept clean and tidy at all times and all items are priced.
  • Re-stock items as needed from the store.
  • Requisition roast coffee gift bags from the Store on a daily basis to par levels.
  • Identify fast moving items and share with Assistant General Manager.
  • ‘Spot Check’ items and share with Assistant General Manager if inventory levels differ.
  • Ensure the shop is always staffed (by yourself or reception) for security and theft reasons.
  • Organize and quote on shipping items with our courier company if requested.
  • Work closely with the ‘Artist in Residence’ and process their sales through the shop POS system.
  • Participate in monthly stock-takes.
  • Print barcodes and price items as directed by the Assistant General Manager.

Other Duties
  • To undertake any reasonable requests made of you by the company including flexibility in hours and responsibility.
  • Willing to help other departments of the property wherever possible and to understand the flexibility required when business levels peak and trough, to deliver the best possible service.

 Core Competencies
  • To maintain a high customer service focus by approaching your job with the customers always in mind and being proactive in a timely manner towards their needs and requests.
  • To have a positive impact, taking personal responsibility and initiative to resolve issues, always clearly communicating with both customers and colleagues.
  • To be motivated and committed, approaching all tasks with enthusiasm and seizing opportunities to learn new skills or knowledge in order to improve your personal performance.
  • To be flexible, responding quickly and positively to changing requirements including the performance of any tasks requested of you.
  • To contribute ideas and suggestions to enhance operational procedures in the department.
  • To perform all duties and responsibilities in a manner that ensures your safety and that of others in your workplace.
  • To contribute positively by providing both guests and fellow team-members with courteous, hassle-free service and by seeking to always maintain a pleasant working environment.

Minimum Qualifications
  • Tanzanian Resident
  • English Language Proficiency
  • Customer service skills
  • Proven work experience as a Receptionist, Front Office Representative or similar role
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Excellent organisations skills

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