Reservations Agent/Office Administrator vacancy at Cavalli Wine Estate

Cavalli Wine Estate is looking for a professional, energetic and highly organised Reservations Agent / Office Administrator to join our hospitality team.

This is a dynamic, hands-on role responsible for restaurant reservations, office administration, boutique operations and guest house coordination. The ideal candidate will have excellent attention to detail, strong communication skills and a genuine passion for hospitality.

Key Responsibilities

Restaurant & Office Administration

• Acquire and maintain thorough knowledge of Cavalli Wine Estate, its wines, restaurant and hospitality offerings.
• Manage incoming emails, screen calls and respond to client enquiries and complaints professionally.
• Manage restaurant bookings and communicate reservation details to relevant team members.
• Prepare and maintain restaurant function sheets, ensuring all details are accurate and up to date.
• Capture and maintain departmental data and databases.
• Process routine sales transactions, including POS, cash and card transactions.
• Complete weekly boutique cash-up summaries.
• Prepare monthly supplier consignment reports and submit invoices to Accounts.
• Manage diaries and coordinate meetings across various departments.
• Coordinate driver delivery and collection schedules.
• Maintain the office, including monitoring and replenishing stationery and consumables.
• Communicate special occasions, notices, memos and important information to staff promptly.
• Maintain and update general information and SOP documentation, ensuring the latest versions are correctly saved on the company server.
• Assist with hospitality functions and special events when required.
• Set up special events, dates and deposits on Dineplan.
• Update external platforms such as Dining-OUT and Eat Out with new menus and relevant information.

Boutique Administration

• Train boutique casual staff on boutique policies, products, procedures and POS operation.
• Complete weekly cash-ups by reconciling Micros reports against POS sales.
• Prepare monthly sales reports reflecting consignment and purchased stock sold.
• Prepare monthly supplier consignment reports and submit invoices to Accounts.
• Conduct monthly boutique stock takes.
• Monitor stock levels and place supplier orders when required.
• Add new products to Micros and ensure pricing is accurate and up to date.

Guest House Administration

• Liaise with the Events Department and Perfect Hideaways regarding guest enquiries and confirmed reservations.
• Ensure the Guest House Manual remains accurate and up to date.
• Capture reservations accurately on the relevant calendars.
• Order guest amenities and other supplies as required.
• Prepare the Guest House prior to guest arrivals and conduct departure checks.
• Maintain accurate inventory records.
• Manage guest check-in and check-out processes.
• Liaise with the Events Department and Perfect Hideaways regarding any damages or breakages identified after guest departure.

 
 What We're Looking For

The successful candidate will:

• Have previous experience in reservations, hospitality, administration, reception or a similar role.
• Have excellent organisational and administrative skills.
• Be highly detail-oriented and able to work accurately and methodically.
• Have excellent written and verbal communication skills.
• Be confident dealing with guests, clients, suppliers and colleagues.
• Be comfortable working with POS systems, booking platforms and Microsoft Office.
• Be able to manage multiple responsibilities and priorities simultaneously.
• Be energetic and enthusiastic about delivering exceptional service.
• Be professional in appearance and conduct.
• Demonstrate initiative and a proactive approach to problem-solving.
• Be able to work independently while also contributing positively to a team.
• Remain calm and effective under pressure and meet deadlines.
• Interact respectfully and professionally with all employees and guests.