The Receptionist is responsible for providing a professional and welcoming first point of contact for visitors, clients, guests, and staff. The role includes managing the front desk, operating the switchboard, coordinating reservations and guest services, preparing daily operational reports, maintaining administrative records, updating menu information on the Sage system, and supporting the efficient day-to-day operation of the business.
Key Responsibilities
Front Office Operations
- Open and prepare the reception area each morning by opening blinds and switching on reception lights.
- Close the reception area at the end of the day by ensuring blinds are closed and lights are switched off.
- Welcome, assist, and direct visitors, clients, and guests in a courteous and professional manner.
- Maintain a clean, organized, and presentable reception area at all times.
- Offer refreshments, including coffee, to guests while they wait.
- Maintain visitor logs and issue visitor passes where required.
Guest Services & Reservations
- Process guest check-ins and check-outs using the Semper booking system.
- Manage bookings for accommodation, picnics, and the bistro.
- Provide guests with information on accommodation and wedding packages.
- Arrange dinner reservations at external restaurants for in-house guests when requested.
- Inform the Duty Manager of any guest special requests, VIP arrivals, or service requirements.
- Handle general guest and customer enquiries and direct complex matters to the appropriate department.
Communication & Customer Service
- Operate the switchboard by answering, screening, and transferring incoming telephone calls promptly and professionally.
- Check, prioritize, and respond to emails in a timely manner.
- Notify office staff when their clients or visitors arrive for scheduled meetings.
- Schedule doctors' appointments for employers as required.
- Maintain excellent customer service standards in all interactions with guests, visitors, suppliers, and employees.
Administration
- Perform general administrative duties including filing, photocopying, scanning, data entry, and document management.
- Receive, sort, and distribute incoming mail and courier deliveries.
- Manage office stationery and supplies and place orders when required.
- Support management and staff with general administrative and clerical duties.
- Maintain confidentiality of company, guest, and client information at all times.
Reporting & Meetings
- Prepare and present the 7-Day Hospitality Report during the daily morning meeting.
- Generate and distribute the daily and monthly DinePlan Reports.
- Attend and participate in daily morning meetings.
- Complete daily turnover reconciliations accurately and within required deadlines.
- Prepare comprehensive handover notes for the weekend receptionist or incoming shift to ensure continuity of service.
Systems Administration
- Manage appointment schedules and meeting room bookings.
- Update and maintain menu items, pricing, and related information within the Sage system, ensuring accuracy at all times.
- Assist with Sage system administration and data entry as required.
- Maintain accurate guest, reservation, and booking records within the Semper booking system.
Qualifications
- High school diploma or equivalent (a certificate or diploma in Office Administration, Hospitality, or Business Administration is advantageous).
- Previous experience in a receptionist, front office, hospitality, customer service, or administrative role is preferred.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Experience using booking systems such as Nightbridge is advantageous.
- Experience using the Sage system for menu maintenance or administrative functions is advantageous.
- Experience operating a multi-line telephone system or switchboard is preferred.
Skills and Competencies
- Excellent verbal and written communication skills.
- Professional appearance and positive attitude.
- Exceptional customer service and interpersonal skills.
- Strong organizational and time management abilities.
- Ability to multitask and prioritize work effectively in a fast-paced environment.
- High level of accuracy and attention to detail.
- Ability to work independently and collaboratively within a team.
- Strong problem-solving skills and initiative.
- Ability to maintain confidentiality and professionalism.
- Competence in using Microsoft Office, Semper, Sage, and other office systems.
- Ability to accurately prepare reports and maintain administrative records.
Working Conditions
- Office and hospitality-based environment.
- Standard business hours with occasional weekend, public holiday.
- Frequent interaction with guests, visitors, clients, suppliers, and employees.
- Regular use of computers, booking systems, telephones, and other office equipment
If you wish to apply, please send your CV to elana.september@alleebleue.com