Hout Bay: National Operations Assistant Group Of Lodges posted by HotelJobs

Purpose of the Role This role provides structured, reliable support so operational systems run smoothly, compliance is continuously monitored, and follow-ups are handled with discipline and care. The role safeguards Group of Lodgess assets through administrative rigour, supports legal, regulatory, and safety compliance, and helps uphold uncompromising brand standards. By managing detail, coordination, reporting, and follow-through, this role frees senior leadership to focus on strategy, people, and growth ensuring the Group of Lodges experience remains genuine, gracious, and consistently exceptional. Valuable Final Product (VFP) A CEO who is fully supported by accurate information, disciplined administration, and reliable operational follow-through enabling the group to operate as a resilient, efficiently run collection of properties where assets are well maintained, stock is well managed, and long-term value is protected. All operational administration and follow-ups are meticulously handled so that leadership is always informed and up to date. Key Responsibilities Compliance Lodges Maintain ongoing communication with each General Manager and Annerien to ensure all liquor, firearm (where applicable), operating, and tourism licences are valid and compliant per property. Conduct regular spot checks with General Managers to ensure all critical compliance documentation (operational files, certificates, permits, and licences) is current, securely stored, and audit-ready. Coordinate with Warwick on legal compliance matters as required, ensuring no direct engagement with town councils occurs outside agreed channels. Monitor and confirm that General Managers are maintaining full legal and regulatory compliance across all provinces. B-BBEE Track the B-BBEE scorecard in collaboration with Division 1 (Meagan) and Division 3 (Jason). Work closely with the CEO to review and reconcile quarterly B-BBEE spend with Accounts (Jason and Arthur), ensuring alignment with projected turnover. Assist with administration and coordination of the Group of Lodges Dragons Den initiative, including documentation, tracking, and follow-ups. Insurance Lodges Work with each General Manager to ensure all fixed assets, vehicles, and business operations are adequately insured. Maintain accurate, up-to-date asset registers verified by General Managers, supported by photographs and video records stored on the central server. Track insurance claims submitted by lodges, monitoring progress and escalating delays or issues where necessary. Verify that CAR policies are in place prior to any construction and that required documentation is provided to banks where applicable. Coordinate annual renewals of group vehicle and liability insurance policies in collaboration with Gaenor. Quarterly Marketing Plan Distribution & Inputs Support the CEO and Marketing team with distribution of the quarterly marketing plan to all stakeholders (Sales, Marketing, Communications, GMs, and Graphics). Gather inputs in advance to support an informed plan, including social media performance, newsletters/email marketing, stakeholder communication, campaigns, and marketing/media/sales trips to properties. Track that updated plans and feedback points are shared timeously and that owners and stakeholders have the latest version. Specials & Packages Collaborate with GMs, Creative, Sales, and Reservations to develop unique special offerings. Support Sales in shaping creative and engaging specials, packages, promotions, and voucher offers. Use guest feedback and performance insights to refine offers where appropriate. Confirm that PR & Marketing shares approved specials and packages with Group of Lodges staff and external consultants (e.g., Paul Steyn, Janie, Andria). Promotional Material Follow-Through Follow up that drafted content for specials and packages is supplied by the Marketing department to the design team timeously. Confirm PR distribution of promotional material to relevant channels (Group of Lodges website, media outlets, and Andria Mitsakos / AMPR). Spot check that key package categories remain current (e.g., wedding packages and corporate packages). Group Marketing Meetings Attend regular marketing meetings to support planning of upcoming initiatives. Participate in discussions and track agreed actions to completion. Financial Support Support the CEO by coordinating preparation for annual operating and capital budget discussions with Arthur, Jason, and General Managers; collate required reports and data in advance. Work with General Managers quarterly to support centralised procurement initiatives and identify opportunities to improve group buying power. Assist General Managers in resolving POS and Xero integration issues; escalate concerns and track corrective actions. Operations & Lodges Support Attend monthly General Manager meetings with the CEO; prepare agendas, take minutes, and track action items. Assist in planning and coordinating two in-person GM meetings annually. Attend a minimum of four lodge visits per year with the CEO; document observations and follow-up actions. Lodge Visit Focus Areas Lodge aesthetic and presentation. Staff uniforms, grooming, and morale. Guest areas, housekeeping, and cleanliness. Furniture condition and asset upkeep. Staff housing and back-of-house standards. Health & Safety compliance and emergency readiness. Stock control and spot stock-take checks. Capital expenditure verification. Community projects. Company vehicles and signs of misuse. Printed collateral and brand accuracy. Curio stock levels and retail presentation. Support development and maintenance of a group supplier manual covering supply agreements, centralised contracts, and pricing. Track utilities and service provider costs monthly and flag unusual variances to the CEO. Monitor that General Managers enforce group operational and guest experience standards, including signature recipes, rituals, and presentation protocols. Maintain close communication with Camlyn and her team regarding Curio retail standards and supplier alignment . Problem Solving with General Managers Act as a first point of coordination for operational issues raised by General Managers; filter information and prepare structured summaries for the CEO. Support General Managers in developing solution-focused proposals, including context and operational implications. Assist in coordinating collaborative problem-solving sessions where cross-property alignment is required. Quality Assurance (QUAL) Proactively identify and flag quality assurance concerns to General Managers and the CEO. Assist in resolving quality issues by tracking corrective actions and supporting follow-up. Submit written visit feedback and quality reports to the CEO following lodge visits.