Function Administrator

Leonardo Hotels; Greater London; On-site; GBP 27,000 - 32,000; Full time

Benefits offered by this job

Special rates on Leonardo rooms UK &‑€

Recognition scheme

Talent referral scheme

Thank You Week

Wellbeing Calendar

Training with progression

Job summary

Leonardo Hotels in Greater London is seeking a diligent Function Administrator to manage reservations, financial processing for events, and daily revenue entries. You will ensure PMS systems are accurate and up-to-date across hotels, and support the preparation of function sheets for internal events.

Key aspects include handling invoices for prepaid events, updating shared drives, and generating departmental reports, with adherence to SOPs and company policies.

Responsibilities

• Create PM’s and deposits
• Charge credit card payments for events and groups
• Post M&E revenue daily
• Send invoice requests for prepaid events and groups
• Produce departmental reports
• Input enquiries in line with system and Leonardo standards
• Ensure PMS systems are updated with accurate and relevant information for each hotel
• Produce function sheets for all internal events
• Complete competitor shop calls and update relevant systems
• General office supplies
• PMS housekeeping – accounts and agents attached to bookings
• Update shared drives
• Support updating internal documents and external portals as required
• Work in accordance with standard operating procedures for the department
• Utilise all relevant systems correctly to complete tasks in a timely manner
• Adhere to Company policies, procedures and relevant legislation at all times
• Complete any other reasonable request made by a member of the management team

Job description

Be Yourself – Be a Bold Team Player – Be Leonardo
Once you’re part of the team, you’re part of the Leonardo community of over 55 hotels across the UK & Ireland!

Key Responsibilities:

• Create PM’s and deposits
• Charge credit card payments for events and groups
• Post M&E revenue daily
• Send invoice requests for prepaid events and groups
• Produce departmental reports
• Input enquiries in line with system and Leonardo standards
• Ensure PMS systems are updated with accurate and relevant information for each hotel
• Produce function sheets for all internal events
• Complete competitor shop calls and update relevant systems
• General office supplies
• PMS housekeeping – accounts and agents attached to bookings
• Update shared drives
• Support updating internal documents and external portals as required
• Work in accordance with standard operating procedures for the department.
• Utilise all relevant systems correctly to complete tasks in a timely manner
• Adhere to Company policies, procedures and relevant legislation at all times
• Complete any other reasonable request made by a member of the management team

Some of the perks our Function Administrator could enjoy include:

• Special rates on Leonardo Hotel rooms across the UK & Europe

• Company-wide recognition scheme: you could earn vouchers to spend on a wide range of high street shops

• Talent referral scheme

• Thank You Week: from ice cream trucks to yoga classes and lots in between!

• Wellbeing Calendar

• Ongoing job-related training programmes with clear paths for progression

We’re committed to creating a workplace where every individual—regardless of background, identity, or lived experience—is welcomed, valued, and respected for who they are. Belonging means embracing our differences and ensuring everyone feels seen, heard, and empowered.

Why come join us as a Function Administrator?

We look after our colleagues just as well as we look after our guests. Our regular Learning Bites, “Come Join Us Guest Care” training and Wellbeing webinars all help your progress with us. With support on tap, top-notch practical training and clear progression you’ll be on track for a brilliant future in Hospitality!