Hout Bay: Senior Admin Manager

Senior Administration Manager Industry: Hospitality (Hotel / Game Lodge / Resort) Location: South Africa Reporting to: General Manager / Operations Director Department: Administration / Operations Support Job Purpose The Senior Administration Manager is responsible for overseeing all administrative functions within the hospitality establishment, ensuring efficient office operations, compliance with company policies, and support to operational departments. The role ensures that administrative processes, reporting, financial documentation, HR coordination, and communication systems run efficiently to support smooth hospitality operations. Key Responsibilities Administration & Office Management Manage and oversee all administrative activities within the hotel, lodge, or hospitality establishment. Ensure effective office procedures, filing systems, and document management. Coordinate internal communication between departments. Maintain operational records, reports, and compliance documentation. Manage company correspondence, contracts, and administrative systems. Executive Support Provide administrative support to the General Manager and senior management team. Manage executive calendars, meetings, and travel arrangements. Prepare operational reports, presentations, and management documentation. Coordinate board or management meetings and record minutes. Financial Administration Support financial administration including budgeting, cost control, and invoice management. Monitor departmental expenses and assist with financial reporting. Oversee procurement administration and supplier documentation. Ensure accurate record keeping for audits and financial compliance. Human Resources Administration Coordinate HR administration including contracts, employee records, and onboarding. Support recruitment administration and staff documentation. Ensure compliance with South African labour legislation and company HR policies. Maintain staff attendance records, leave management, and HR reporting. Operational Support Assist with operational planning and coordination across departments such as: Front Office Housekeeping Food & Beverage Maintenance Guest Services Ensure administrative processes support smooth daily hospitality operations. Support departmental managers with reporting and documentation. Compliance & Governance Ensure compliance with hospitality regulations, health and safety standards, and company policies. Maintain licensing documentation and statutory records. Support audits, internal reviews, and operational compliance. Systems & Reporting Manage administrative software systems and databases. Maintain Property Management Systems (PMS), financial reporting systems, and office technology. Generate regular operational and management reports. Minimum Requirements Education Matric / Grade 12 (essential) Diploma or Degree in one of the following: Hospitality Management Business Administration Office Management Tourism Management Experience 58 years administration experience in the hospitality industry. 35 years in a senior administrative or management role. Experience in hotels, lodges, resorts, or hospitality groups preferred. Knowledge of hospitality operations and guest service standards. Key Skills & Competencies Strong organisational and administrative management skills Leadership and team coordination abilities Financial and budgeting knowledge Excellent communication and interpersonal skills High attention to detail and accuracy Problem-solving and decision-making abilities Strong reporting and documentation skills Ability to work in a fast-paced hospitality environment Technical Skills Microsoft Office (Word, Excel, Outlook, PowerPoint) Hospitality PMS systems (Opera, Protel, or similar) HR administration systems Financial and reporting software Personal Attributes Professional and well-presented Strong leadership presence High integrity and confidentiality Customer service oriented Ability to multitask and work under pressure