Front Desk Supervisor

Westmont Hospitality; San Antonio (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Westmont Hospitality in San Antonio seeks a front desk professional to supervise daily operations, train staff, and maintain service quality across check-in/out, reservations, and PBX. The role requires clear communication and the ability to manage guest needs with professionalism.

The ideal candidate will ensure accurate cash handling, conduct payments, and resolve guest issues while upholding brand standards.

Qualifications

• Front desk experience or supervisory exposure preferred.
• Ability to communicate clearly with guests and staff.
• Comfort with handling payments and reconciling cash/credit transactions.

Responsibilities

• Greet guests warmly and direct front desk staff on tasks.
• Oversee check-in/check-out processes and accuracy of guest information.
• Code electronic keys, balance house accounts, and respond to guest requests and complaints.
• Verify and imprint credit cards, handle cash, and process payments.
• Train new agents in cash handling, CRM Toolbox, and PMS procedures.
• Monitor attendance and enforce arrival and departure policies.
• Assist with Night Audit and PBX duties and cover shifts as needed.

Skills

Verbal communication

Written communication

Customer service

Cash handling

Tools

CRM Toolbox

PMS system

Job description

• Communicate effectively both verbally and in writing to provide clear direction to staff. Assign and instruct front desk clerks in details of work. Observes performance and encourages improvement.
• Greets guests immediately with a friendly and sincere welcome. Use a positive and clear speaking voice, listen to and understand requests, respond with appropriate actions and provide accurate information such as outlet hours and local attractions.
• Promptly complete registration process by inputting and retrieving information from a computer system, confirming pertinent information including number of guests and room rates. Make appropriate selection of rooms based on guest needs. Code electronic keys. Nonverbally confirm the room number and rate. Provide welcome folders containing room keys, certificates, and coupons as appropriate. Close out guest accounts at time of check out. In the event of dissatisfaction, negotiate compromise, which may include authorizing revenue allowance. Requires standing and continual mobility throughout front office area.
• Verify and imprint credit cards for authorization using electronic acceptance methods. Handle cash; make changes and balance as assigned house bank. Accept and record vouchers, travelers’ checks, and other forms of payment. Perform accurate, moderately complex arithmetic functions using a calculator. Post charges to guest rooms and house accounts using the computer.
• Promptly answer the telephone using a positive and clear English language. Input messages into the computer. Retrieve messages and communicate the content to the guest. Retrieve mail, small packages and facsimiles for customers as requested.
• Remain calm and alert especially during emergency situations and/or heavy hotel activity, serving as a role model for clerks and the other employees. Resolve customer complications and complaints by conducting thorough research of the situation and the most effective solutions. Make decisions and take action based on previous experience and good judgment, sometimes revising procedures to accommodate unusual situations. Authorize revenue allowances to remedy problems only after other alternative solutions have been offered.
• Maintain adequate inventory of supplies. Prepare appropriate purchase orders in a timely manner to ensure proper par levels.
• Manage Third Party Internet billing and arrivals. Prepare group arrivals. Prepare pre-arrival packets as requested/required. Anticipate flow of arrivals and take necessary steps to ensure smooth check in/out.
• Train new agents in daily duties including cash handling procedures, use of CRM Toolbox, organization of hotel. Ensure compliance with all brand standards. Coordinate and track successful completion of training on PMS system.
• Monitor and track time and attendance of associates. Reinforce attendance policy with staff; recommend progressive discipline procedures associates who are not in compliance with standard.
• Take actions to ensure high Associate Satisfaction scores as measured by the Associate Opinion Survey. Work with other supervisory and management staff to address all areas to ensure consistent quality work environment.
• Be familiar and able to perform duties on all shifts, including Night Audit and PBX.
• Turns in all lost and found items and all guest room keys.
• Adheres to all company policies and procedures.
• Follows safety and security procedures and rules.
• Knows department fire prevention and emergency procedures.
• Reports unsafe conditions to management.
• Reports accidents, injuries, near-misses, property damage or loss to management.
• Close guest accounts at the time of check out and ensure guest’s satisfaction. In the event of dissatisfaction, research and attempt to resolve problem within established guidelines, may include turning problem over to a supervisor.
• Field guest complaints, conducting thorough research to develop the most effective solutions and resolve complications such as location changes or credit issues. Listen and extend assistance in order to resolve problems such as price conflicts, insufficient heating and air conditioning, etc. Remain calm and alert especially during emergency situations and heavy hotel activity. Plan and implement detailed
• Provides for a safe work environment by following all safety and security procedures and rules.
• All team members must maintain a neat, clean and well groomed appearance. (Specific standards outlined in team member handbook).
• Assists other Front Desk Personnel when need.
• Perform any related duties as requested by supervisor/manager.