Job Title: Office Administrator
Location: Malindi
Department: Administration
Reports to: General Manager / Operations Manager
Job Summary:
The Office Administrator is responsible for ensuring smooth day-to-day administrative operations within the hotel. This role requires managing office tasks, supporting other departments, and ensuring excellent customer service. The Office Administrator plays a critical role in coordinating communication between different hotel departments, managing administrative tasks, and supporting the overall efficiency of the hotel.
Key Responsibilities:
- Manage hotel office operations including handling phone calls, emails, and correspondence.
- Organize and maintain office files, records, and databases, both digitally and physically.
- Prepare reports, documents, and presentations for management as needed.
- Assist in guest inquiries and complaints, ensuring they are handled in a professional and timely manner.
- Coordinate with front desk staff and other departments to provide seamless guest services.
- Ensure that guest communication is clear and that issues are resolved promptly.
- Serve as a communication bridge between management and various departments (housekeeping, food and beverage, maintenance, etc.).
- Schedule and organize meetings, staff briefings, and training sessions.
- Maintain staff attendance records and assist with payroll processing by collecting and verifying timesheets.
- Maintain inventory of office supplies and place orders as necessary to ensure smooth operation.
- Work with vendors to purchase and manage hotel-related office equipment and stationery.
- Ensure timely replenishment of operational supplies for all departments.
- Assist in basic financial tasks, such as processing invoices, managing petty cash, and supporting the accounting team with data entry.
- Assist in the preparation of budgets and financial forecasts for the office and operations.
- Assist in planning and coordinating small events or meetings within the hotel.
- Support the sales and marketing team by providing administrative assistance for events and group bookings.
- Ensure compliance with hotel policies, including health and safety regulations.
- Assist in implementing and maintaining hotel standard operating procedures (SOPs).
- Ensure proper documentation for audits, inspections, and certifications.
- Manage hotel communication systems including email and phone systems.
- Coordinate travel arrangements for staff and management when necessary.
- Handle special projects or additional duties as assigned by hotel management.
Qualifications and Skills:
- Diploma or degree in Business Administration, Hospitality Management, or a related field.
- Minimum 3 years experience.
- Proven experience in office administration, preferably in the hospitality industry.
- Excellent organizational and multitasking skills.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to handle confidential information with discretion.
- Customer service orientation and the ability to interact professionally with guests and staff.
- Problem-solving skills and attention to detail.
Work Environment:
This role is based in the administrative office of the hotel, but occasional interactions with front desk staff, housekeeping, and guests are expected. The job may require working during peak business hours and may involve light travel for external meetings or vendor negotiations.
Application:
- If you meet the above qualifications, please submit your CV to [email protected] by 15th October 5:00PM.
