Front Office Manager

Embassy Suites College Station; College Station (TX); On-site; USD 60,000 - 75,000; Full time

Job summary

Embassy Suites College Station is seeking a Front Office Manager to lead the front desk team with attentiveness, courtesy, and efficiency, while maximizing room revenue and occupancy. This role requires supervisory experience and proficiency in Windows, Excel and Word to manage staffing, training and reporting.

The manager will oversee guest requests, training programs, payroll and daily financials, ensuring brand standards and SOP adherence across all front desk operations.

Qualifications

• At least 5 years of progressive experience in a hotel or related field; or a 2-year college degree and 3+ years of related experience; or a 4-year college degree and at least 1 year of related experience.
• Supervisory experience required.
• Proficient in Windows operating systems, Excel and Word.
• Must have a valid driver’s license from the applicable state.
• Must convey information and ideas clearly and be able to evaluate and act quickly.
• Must work well in stressful, high pressure situations and maintain composure.

Responsibilities

• Respond to guest requests, problems, complaints and accidents at the Front Desk or Reservations with courtesy and follow up to ensure satisfaction.
• Motivate, coach, counsel and discipline Front Desk personnel per SOPs.
• Ensure compliance to brand and company training using SOPs.
• Conduct Front Desk interviews and follow hiring procedures per SOPs.
• Develop employee morale and training for Front Desk staff.
• Maximize room revenue and occupancy by reviewing status daily and monitoring rates and occupancy.
• Attend required Rooms Merchandizing meetings and compile reports for sell guidelines.
• Supervise Night Audit and monitor financial reports for accuracy.

Skills

Supervisory experience

Clear communication

Problem solving

Under pressure

Listening skills

Education

5+ years hotel experience

2-year college +3+ years related

4-year college +1 year related

Tools

Windows OS

Excel

Word processing

Job description

Description

The Front Office Manager is responsible for ensuring the operation of the Front Office in an attentive friendly, efficient and courteous manner, providing all guests with quality service prior to and throughout their stay, while maximizing room revenue and occupancy. Management-level associates are expected to work as much of each workday as is necessary to complete their job responsibilities; for OEM associates, overtime does apply and is calculated accordingly.

Exempt managers must customarily and regular direct the work of at least 3 full-time associates or their equivalents. Primary duties must consist of administrative, executive, or professional tasks more than 50 percent of the time and job duties must also involve the use of discretion and independent judgement more than 50 percent of the time.

Requirements

Education & Experience

• At least 5 years of progressive experience in a hotel or a related field; or a 2-year college degree and 3 or more years of related experience; or a 4-year college degree and at least 1 year of related experience.
• Supervisory experience required.
• Must be proficient in Windows operating systems, Company approved spreadsheets and word processing.
• Must have a valid driver’s license from the applicable state.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful, high pressure situations.
• Must maintain composure and objectivity under pressure.
• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.
• Must have the ability to assimilate complex information, data, etc., from disparate sources and consider, adjust or modify to meet the constraints of the particular need.
• Must be effective at listening to, understanding, and clarifying the concerns and issues raised by coworkers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.

Job Duties & Functions

• Respond to all guest requests, problems, complaints and/or accidents presented at the Front Desk or through Reservations, in an attentive, courteous and efficient manner. Follow up to ensure guest satisfaction.
• Motivate, coach, counsel and discipline all Front Desk personnel according to Avion Hospitality S.O.P.'s.
• Ensure compliance to brand and company training, using the steps to effective training according to Avion Hospitality standards.
• Prepare and conduct all Front Desk interviews and follow hiring procedures according to Avion Hospitality S.O.P.'s.
• Conduct all 90 day and annual Front Desk employee performance appraisals according to S.O.P.'s.
• Develop employee morale and ensure training of Front Desk personnel.
• Maximize room revenue and occupancy by reviewing status daily. Analyze rate efficiency, monitor credit report and maintain close observation of daily house count.
• Attend all required Rooms Merchandizing meetings with all appropriate reports and documentation necessary to establish select sell guidelines and implement appropriate restrictions.
• Supervise the Night Audit function and monitor the House Charge Worksheet and Flash Report for accuracy.
• Participate in required M.O.D. program as scheduled.
• Be responsible for developing a manager as assigned by the Corporate Office, including sign-off on all competencies and assist in his/her placement.
• Ensure all end of the month report dates are met, i.e., Central Reservations, Market Segment, AAdvantage, Travel Agent check registers, etc.
• Review Front Desk staff's worked hours for payroll compilation and submit to Accounting on a timely basis.
• Prepare employee Schedule according to business forecast, payroll budget guidelines and productivity requirements. Present with Wage Progress Report to General Manager weekly.
• Ensure that no-show revenue is maximized through consistent and accurate billing.
• Maintain Avion Hospitality S.O.P.'s regarding Purchase Orders, vouchering of invoices and checkbook accounting.
• Ensure that Wage Progress, Productivity and the Ten Day Forecast are completed on a timely basis according to Avion Hospitality S.O.P.'s.
• Maintain a professional working relationship and promote open lines of communication with managers, employees and other departments.
• Work closely with Accounting on follow-up items, i.e., returned checks, rejected credit cards, employee discrepancies, etc.
• Operate all aspects of the Front Office computer system, including software maintenance, report generation and analysis, and simple programming.
• Monitor proper operation of the P.B.X. console and ensure that employees maintain Avion Hospitality S.O.P.'s in its use.
• Monitor the process of taking reservations ensuring that Avion Hospitality courtesy and up selling techniques are maintained.
• Greet and welcome all guests approaching the Front Desk in accordance with Avion Hospitality S.O.P.'s.
• Ensure implementation of all Avion Hospitality policies and house rules.
• Understand hospitality terms.
• Operate radios efficiently and professionally in communicating with hotel staff. Ensure the proper use of radio etiquette within the department.
• Coordinate all aspects of the ongoing implementation of the Avion Hospitality philosophy of service.
• Ensure correct and accurate cash handling at the Front Desk.
• Attend monthly all-employee team meetings and any other functions required by management.
• Attend weekly staff meeting and provide training on a rotational basis using steps to effective training according to Avion Hospitality standards.
• Obtain all necessary information when taking room reservations.
• Ensure logging and delivery of all messages, packages and mail in a timely and professional manner.
• Be aware of all rates, packages and promotions currently underway.
• Follow and enforce all Avion Hospitality hotel credit policies.
• Process and handle guest laundry (property specific).
• Ensure that employees are, at all times, attentive, friendly, helpful and courteous to all guests, managers and other employees.
• Maintain and monitor "Lost and Found" procedures and policies according to Avion Hospitality standards.
• Establish and maintain key control system.
• Ensure participation within department for monthly Avion team meeting.
• Focus the Front Desk Department on their role in contributing to the guest service scores.
• Monitor all V.I.P.'s, special guests and requests.
• Maintain required pars of all front office and stationary supplies.
• Review daily Front Office work and activity reports generated by Night Audit.
• Review Front Office log book and Guest Request log on a daily basis.
• Assist the General Manager and Engineering Department in implementing and maintaining emergency procedures.
• Be familiar with all corporate sponsored programs such as airline mileage, Triple Upgrade, or V.I.P. programs, and the standards and procedures for each.
• Maintain an organized and comprehensive filing system with documentation of purchases, vouchering, schedules, forecasts, reports and tracking logs.
• Conduct meetings according to Avion Hospitality standards as required by management.
• Other duties as required.