Night Reception Supervisor Job Desc
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Position: Night Reception supervisor
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Level: 2a
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Reports to: Night Manager
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Responsible for: Front Office Night Operation
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Unit: Multi Unit
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Main Role & Objectives:
Ø Responsible for
welcoming and processing of all late arrivals guests to the hotel, which may
involve some departures or reservations.
Ø Also
responsible for the comfort of all our guests especially throughout the night
and provide continuity of service for Front Office over a period of 24 hours.
Ø Perform any
other duties that may be assigned from time to time by supervisors in the
both properties
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Main Tasks & Responsibilities:
Ø Be able to
replace efficiently the Night Manager during his day off or holidays.
Ø In charge of
Reception/cashier.
Ø Functions as
receptionist/cashier.
Ø Ensure follow
up for billing instructions.
Ø Ensure
registration card is completely and neatly filled
Ø Ensure adequate
staffing at all times.
Ø Ensure staff
performance and discipline.
Ø Develop and
implements procedures.
Ø Welcome the
guests.
Ø Have knowledge
of the services offered by the hotel and encourage the guests to use them
during their stay at the hotel.
Ø Have knowledge
of the pricing policy of the hotel.
Ø Strive to
optimise the occupancy rate, the average price per room and the turnover for
the hotel and the hotels in the Accor group.
Ø Have a
knowledge of the local environment of the hotel: geographic situation,
competition,
Ø Listen to the
guest at all times; strive to answer all requests from the guests as quickly
as possible.
Ø Establish good
working relationships with the guests and visitors.
Ø Ensure that the
service offered and the provisions provided to the guests are up to company
standard.
Ø Ensure that the
service provided to the guests will win their loyalty to return to the
company.
Ø Prepare the
guest file when using the check in procedure in the computer system
Ø Responsible for
the cashiering procedures in the department.
Ø Forward any
messages received for the guest.
Ø Ensure that the
telephone, e-mail and fax service and safe deposit services are available for
the guest.
Ø Prepare a bill
with the details provided by all other outlets in the hotel.
Ø Provide the
reservation services outside normal working hours.
Ø Register check
in and departures of all individuals and groups.
Ø Provide wake-up
calls as requested by the guests.
Ø Inform the
guest of all the conditions related to their stay in the hotel.
Ø Forward all
relevant information to the other departments in the hotel.
Ø Check the
remaining departures and make sure that the corresponding bills are ready and
correct with the supporting documentary proof.
Ø Check the
cleanliness of the workspace.
Ø Ensure that all
documentation is up to date and when necessary deal with guest complaints
when appropriate.
Ø Complete a
credit check on the guest when s/he arrives at the hotel.
Ø Prepare lists
of arrivals, departures, residents and VIPs.
Ø Prepare the
allocations for groups.
Ø Prepare debtors
files for the accounts Department.
Ø Monitor all
reservations in order to ensure that the availability each day is correct.
Ø Monitor all key
accounts.
Ø Check the
reports for Head Housekeeper and notify him/her of any discrepancies.
Ø Prepare the
reservations for late arrivals.
Ø Establish the
daily accommodation report and register any cash transactions.
Ø Check the petty
cash float at the start and end of the shift and enter the audit using the
computerised documents.
Ø Administer the
"express check-out".
Ø Implement new
procedures.
Ø Requisition
items/forms.
Ø Monitor and
control daily shift operation workflow. ·
Ø Follow up on
unsettled bills.
Ø Control room
situation.
Ø Follow up on
extension of stay and billing arrangements.
Ø Ensure that all
entries in logbook is read and followed up if necessary.
Ø
Participate at the Night Auditing:
*Check the trial balance from the
day
*Cross checking of guest room rates
between correspondence, registration cards, and actual
amount charged.
*All city ledger closed for the day
will be checked to ensure all supporting documents as per
agreements should be valid for duration
of guest stay in the hotel and correct charges distributed
to accounting.
*Check that all transactions such
as, paid out, rebates and miscellaneous incomes are
documentation with its
appropriate supported vouchers, counter signed by the concern authorities
and the Guest summary of
deduction prepared
*Check the “rack” (guarantee of
payment, checks.
*Check the balances guest (credit
limit, over credit)
*Do the reconciliation between
Credit card machine and system
*Check the balance between FIDELIO
and Micros for F&B·
Ø Conduct
training.
Ø Take part in
the technical training of trainees within the department·
Ø Take part in
departmental meetings, as well as internal training sessions
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