Hout Bay: Senior Admin Manager posted by Bright Placements (PTY) Ltd

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

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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
5–8 years administration experience in the hospitality industry.
3–5 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