Assist Front Office Manager

Job Description

1. 1. Assist the Front Office Manager in organisation, implementation and planning matters in order to ensure that the department works flawlessly.
   2. In line with the hotel’s policies and procedures, manage and audit the department, set targets, communicate these targets and ensure that employees adopt them.
   3. Enhance the image of Rixos Hotels and its standards and direct employees in this regard.
   4. Perform his/her duty according to the practices, operational instructions and procedures identified by the Front Office Manager.
   5. Follow-up the notes written in the Log Book.
   6. Assist the Front Office Manager in ensuring coordination with other departments.
   7. Ensure that guest services and c/in and c/out procedures are carried out in accordance with Rixos Hotel’s standards and hospitality image, and instruct employees accordingly.
   8. In cases where the Front Manager is not present at the facility, ensure that external correspondence is carried out flawlessly and without delay.
   9. Ensure that all guest and statistical records are kept in full and submitted to the Front Office Manager on time.
   10. Assist the Front Office Manager in the actions to be taken in line with the suggestions, complaints and criticism in the “Through Our Guests’ Eyes” report.
   11. Control the daily reports.
   12. Monitor the proper use of the cash advance and Master Keys and inform the Front Office Manager.
   13. Attend to the integration of new employees in the team.
   14. Prepare and monitor the weekly schedules for employees.
   15. Follow-up the VIP reservations and closely follow-up any special requests.
   16. Check the order and accuracy of the folio to be entered into the city ledger.
   17. In the absence of the Front Office Manager, check that the Front Office applications comply with administrative rules and legislation. Ensure that official documents comply with applicable rules.
   18. Pay attention to the appearance and hygiene of subordinates.
   19. Organise activities and events aimed at working techniques and building team spirit and motivation as well as deliver professional trainings.
   20. Define general distribution of tasks in the Front Office Department.
   21. Attend the internal communication meetings of the Front Office Department. In the absence of the Front Office Manager, organise and hold internal communication meetings.
   22. Monitor the performance of Front Office employees and make assessments at the end of the season and submit comments to the Front Office Manager.
   23. Be open to problems and suggestions from employees and assist the Front Office Manager in handling these and finding solutions.

1. 1. Share notes about the training needs of employees with the Front Office Manager and assist in the planning and delivery of trainings.
   2. Deliver the best services and encourage colleagues in this respect, in awareness of the role that the services offered to guests play in the sales and marketing of the facility.
   3. Monitor the daily occupancy rates and forecasts in order to contribute to maximising the occupancy rate at the facility.
   4. Has knowledge of the region to assist in fully performing his/her job, knows the agencies and individuals that the hotel works with, deals closely with tour guides and continuously liaises with them.
   5. Work on the training of employees and, when necessary, take part in the training as a participant or trainer.
   6. Take part in the Emergency Response Teams.
   7. To predict that all activities and to be purchased all equipment and belongings may create disease for the environment, to join all activities which is organized to protect biological diversity and shares the responsibilities, shares the individual responsibilities in order to increase environment knowledge and to carry on necessary trainings. To provide minimum consumption currently used all stuffs and equipment (paper, printed out etc.).
   8. To implement necessary warnings and departmental trainings in order to save energy inside the facility. To carry on implementing decisions which were taken for saving energy. To predict effects of environment and efficiency of energy on purchased equipment.
   9. To implement his responsibilities in order to eliminate and collect waste in a proper way, reduce environmental pollution and harmful effects to the environment and lead to staffs.
   10. To provide carrying chemicals safely, carrying, storing and using in accordance with laws, controlling reducing chemical dirtiness.
   11. Carry out all responsibilities related to the quality management and food safety management systems implemented at the facilities.
   12. Carry out all other duties assigned by managers and hotel management not specified in the job description.

Carry out all responsibilities related to Protection from pandemic disease & action response implemented at the facilities

Qualifications

• Education: 4-year bachelor's degree
• Experience: At least 5 years of related work experience following theoretical education.
• Foreign Language: Sufficient level of English to communicate effectively with guests and employees.
• Courses and Training: Prior attendance in seminars and trainings in the related.
• Computer Literacy: MS Office applications, Front Office programmes (Fidelio, Opera etc.).

Skills: Knows, applies and ensures application of all services and product ranges in the related field. Has knowledge of other departments and processes that it affects. Expected to have expertise, acquired through technical training, and long-term work experience concerning the methods, advanced techniques, special equipment and work processes in the related field. Has excellent command of guest profiles. Trains his/her team on these and instructs them on how to address guests

Additional Information

2.23 Implement his responsibilities in order to eliminate and collect waste in a proper way,
reduce environmental pollution and harmful effects to the environment and lead to
staffs.
2.24 Provide carrying chemicals safely, carrying, storing and using in accordance with
laws, controlling reducing chemical dirtiness.
2.25 Carry out all responsibilities related to the quality management and food safety
management systems implemented at the facility.
2.26 Carry out all other duties assigned by managers and hotel management not specified
in the job description.