Front Office Associate

City Garden Suites Manila; Manila; On-site; PHP 201,000 - 268,000; Full time

Job summary

City Garden Suites Manila is seeking a Front Office staff member to manage guest arrivals, registrations, and room allocations. You will ensure accurate input of daily reservations, coordinate with Housekeeping for pre-blocked rooms, and maintain guest folios and FO logs. A background in HRM/Tourism and strong communication are preferred.

The position emphasizes accuracy in guest information, proper handling of upsells and showrooms, and smooth coordination during check-in and check-out shifts.

Qualifications

• College graduate, preferably HRM/Tourism
• Preferably with 6 months of relevant experience
• Good communication and customer relations skills

Responsibilities

• Maintain records of expected arrival guests and input reservations.
• Input daily reservations accurately and correct discrepancies.
• Block rooms for Groups and FITs according to specs and requests.
• Coordinate pre-blocked rooms with Housekeeping and provide ETA lists.
• Inform Housekeeping about pre-registered guaranteed and pre-paid bookings.
• Ensure registration forms are properly filled up by guests.
• Encode all guest information in Fidelio and endorse matters in FO Logbook.
• Prepare rooms for showroom and manage vingcard issuance.
• Handle check-out: verify extensions and coordinate with Housekeeping and Front Desk Cashier.

Skills

Customer service

Communication

Hospitality basics

Education

College degree (HRM/Tourism)

Job description

REPORTS TO : FRONT OFFICE MANAGER

DUTIES AND RESPONSIBILITIES

• 1. Maintains a record of expected arrival guests.
• 2. Ascertain that all reservations for the day are inputed in the system, correct for any discrepancies.
• 3. Blocks rooms for Groups and FITs in accordance to the room specifications and request.
• 4. Ascertains that early arriving guests are pre-blocked first. Coordinate pre-blocked rooms to Housekeeping Department. 5. Provides a list of pre-blocked arrival list to Housekeeping Department indicating the guests expected time of arrival (ETA).
• 5. Informs Housekeeping Department for pre-registered guaranteed and pre-paid bookings.

Handling of Check-in

• 1. Ensures that Registration Form was properly filled up by the guest.
• 2. Ascertains that all guests are registered. All registered guests should be encoded in the system.
• 3. Ensures that room charge will be confidential to the guest if charge to a Company or Travel Agency. Tariff rates must be showed if guest inquires.
• 4. Ascertains that guests are advised on the applicable room charge to be billed on his folio if pax account.
• 5. Discounts on room charges and room upgrade should be referred to FOM, GM, or Duty manager.
• 6. Ascertains that cash paying guest was required a deposit for his room in accordance to his rate and length of stay.
• 7. Ascertains that card verification was imprinted and signed by the guest. Card approval amount should be sufficient to cover his room and incidental charges.
• 8. Explains inclusions on room accommodation like complimentary breakfast, welcome drink, etc.
• 9. Assigns room number and programs vingcard in accordance to the guests length of stay.
• 10. Introduces the Bellman and ask him to assist the guest in leading to his room..
• 11. Informs Housekeeping of newly check-in guest.
• 12. Ensures that all information are encoded in the Fidelio.
• 13. Endorses important matter in the FO Logbook.
• 14. Makes proper endorsement to the incoming Receptionist at the end of the shift.

Showroom

• 1. Prepares room for occular/ showroom.
• 2. Advises Housekeeping Department for occular rooms.
• 3. Gives programmed vingcard to the bellman and/or account Executive.
• 4. Logs all vingcard issued to the Bellman and/or Account Executive.
• 5. Ensures that all vingcard used for occular rooms are surrendered by the Bellman and/orAccount Executive.
• 6. Updates the Vingcard Issuance Logbook.

Handling of Check-out

• 1. Maintains a record of expected departing guest.
• 2. Verifies with the guests thru phone if they with to extend their stay.
• 3. Coordinates with the Housekeeping Department and Front Desk Cashier all expecteddeparting guests who extend their stay.
• 4. Updates extension of stay on guest folio.
• 5. Coordinates with the Housekeeping Department and Front Desk Cashier all confirmeddeparting guests.

Job Qualifications

College Gradate, preferably HRM/Tourism graduate, Preferably with 6 months of relevantexperience, With good communication/customer relations skills, Has pleasing personality.