Guest Services & Office Operations Lead

Ukma (Af) Ltd; Old Woking; On-site; GBP 30,000 - 42,000; Full time

Job summary

Ukma (Af) Ltd is seeking a capable administrator to train and supervise the Guest Services team, including reception, shop staff, and coordinators for events and entertainment. The role covers timesheet approval, rota planning, office oversight, and 24/7 coverage during peak periods.

You will manage petty cash, property rentals, client arrangements, and liaise with medical, security, and IT teams. Proactive planning and strong admin skills are essential.

Responsibilities

• Train and supervise seasonal Guest Services team including receptionists and office staff
• Approve weekly timesheets and log hours, leave and sickness
• Organise rotas to ensure 24/7 office coverage during high season
• Oversee office environment, H&S compliance, and proper completion of accident forms
• Manage petty cash and ensure receipts are sent to accounts for reconciliation
• Source and oversee short-term property rentals and ensure client satisfaction
• Manage rental properties and liaise with agents/landlords as needed
• Coordinate client entertainment, events, and day trips locally and abroad
• Assist with party planning and on-day setup
• Arrange contractors (e.g., swimming/sports instructors) as required
• Liaise with Medical Department for medical/dental appointments and inform clients
• Report maintenance or housekeeping issues to relevant departments
• Organize flower arrangements for houses or client gifts
• Inform Security/Operations of client movements to prepare security
• Maintain up-to-date staff and creditor contacts lists
• Handle private purchases for clients and liaise with IT about phones
• Maintain inventory of client mobile phones held at the office
• Oversee packaging/shipping of items to Dubai, including cargo docs
• Perform any tasks as requested; strong Health and Safety awareness
• Advanced administrative or secretarial training; petty cash procurement experience
• Experience in corporate facilities or private property administration
• Experience creating purchase orders and securing payment authorization
• Proficient in MS Office (Word, Excel, Outlook) and internet use

Job description

Ukma (Af) Ltd is seeking a capable administrator to train and supervise the Guest Services team, including reception, shop staff, and coordinators for events and entertainment. The role covers timesheet approval, rota planning, office oversight, and 24/7 coverage during peak periods.

You will manage petty cash, property rentals, client arrangements, and liaise with medical, security, and IT teams. Proactive planning and strong admin skills are essential.