South Africa: Office Administrator – Restaurant & Guest House posted by HotelJobs

Job Title: Office Administrator Restaurant & Administration Department: Hospitality Operations Salary: Market relation Position Overview The Office Administrator will provide comprehensive administrative and operational support across the Restaurant, Boutique, and Guest House divisions. This role requires exceptional organisational skills, strong communication abilities, attention to detail, and the ability to manage multiple priorities within a luxury hospitality environment. Key Responsibilities General Administration & Communication Acquire and maintain an in-depth knowledge of the Estate and its wine portfolio. Manage the reception function including processing emails, screening calls, and handling enquiries or complaints professionally. Maintain departmental databases and ensure accurate data capturing and filing. Diary management, including scheduling and coordinating meetings across departments and managing the driver delivery/collection schedule. Communicate notices, memos, special occasions, and internal updates timeously to staff. Maintain the office environment, including replenishment of consumables, stationery, and general office upkeep. Update general information documents, SOPs, and ensure correct version control and filing on the server. Restaurant Administration Manage restaurant bookings and reservation enquiries; liaise with relevant teams to ensure accurate communication of booking requirements. Create and distribute restaurant function sheets and ensure these are communicated and managed effectively. Assist with hospitality and restaurant-related special events as required. Set up special events, dates, deposits and relevant details on Dineplan. Update online platforms (e.g., Dining Out, Eat Out) with new menus or relevant information upon release. Financial Administration Process routine sales transactions including POS operation, cash, and card transactions. Complete weekly cash-up summaries for Restaurant, Wine Tasting, and Boutique. Prepare monthly supplier consignment reports and submit supplier invoices to Accounts. Manage petty cash and banking responsibilities in line with financial procedures. Boutique Administration Train boutique casual staff to ensure product knowledge, POS operation, and adherence to boutique policies and procedures. Complete weekly cash-ups by reconciling Micros reports against POS sales records. Prepare a monthly boutique sales report reflecting consignment and purchased stock sold. Conduct monthly stock takes and ensure adequate stock levels through supplier ordering. Maintain product information on Micros, including adding new products and updating pricing. Prepare and submit monthly consignment supplier reports and invoices to Accounts. Guest House Administration Liaise with the Events Department and Perfect Hideaways regarding enquiries, bookings, and confirmed reservations. Capture all reservations accurately on the relevant calendars and systems. Manage purchasing of guest amenities and general supplies when required. Oversee guest house preparation prior to check-in and conduct departure checks to ensure standards are met. Complete guest house inventory counts and maintain stock controls. Manage check-in and check-out processes in a professional and guest-centric manner. Communicate any damages, breakages, or issues to Events / Perfect Hideaways promptly. Skills & Competencies Strong administrative and organisational skills with high attention to detail Excellent verbal and written communication skills Ability to manage sensitive information with confidentiality Professional; polished, and customer-focused approach Ability to prioritise and work under pressure in a fast-paced environment Proficiency in MS Office Suite, POS systems (Micros), and reservation platforms