Western Cape: National Operations Assistant Group of Lodges posted by Bright Placements (PTY) Ltd

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 Dragon’s 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.