Administration Manager

Craven Cottage CC; Ballito; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Craven Cottage CC is seeking an experienced Administration & Financial Assistant for our hospitality operation in Ballito. You will maintain records, manage day-to-day financial tasks, stock control and reporting, and support management with audits and monthly meetings.

The ideal candidate has a Diploma or degree in Hospitality Management or Business Admin, at least 5 years' experience, strong MS Office skills, and excellent attention to detail and reliability to ensure smooth hotel operations.

Qualifications

• Diploma or degree in Hospitality Management, Business Administration, or a related field.
• Minimum 5 years of relevant experience in office administration or hospitality operations.
• Proficiency with MS Office and hotel systems.

Responsibilities

• Maintain accurate records and supporting documentation for audits.
• Manage daily financial administration and reconcile transactions.
• Oversee stock counts and monthly reporting with deviations reported.
• Coordinate vehicle licences and office supplies.
• Prepare agendas and documentation for management meetings.
• Ensure compliance with hotel policies and procedures.

Skills

MS Office

Stock management

Organizational skills

Numerical accuracy

Clear communication

Education

Diploma or degree in Hospitality Management or Business Administration

Tools

Property management systems

Stock management software

Job description

Duties:

Administration & Document Control:

• Maintain accurate records and supporting documentation for audits and management reviews.
• Ensure administrative practices comply with hotel policies and procedures.
• Report administrative risks, irregularities and non-compliance to management.
• Coordinate vehicle licence renewals and order stationery, toner, till rolls and other office supplies.
• Prepare agendas, minutes and documentation for monthly management meetings.

Daily Financial Administration:

• Review cashier audits and confirm that bar and restaurant cash transactions are posted correctly.
• Check night audit packs, correct errors and variances, and improve audit processes where required.
• Reconcile cash and card transactions between Opera, bank records and supporting slips.
• Maintain petty cash and credit card purchase records in Excel.
• Process petty cash transactions on Opera and reconcile cash daily.
• Reconcile the Dineplan PM account and process complimentary, service recovery and promotional transactions to the appropriate accounts.
• Process bank receipts on Opera.
• Capture food and beverage purchase orders and invoices on Simphony and Pastel.
• Prepare expense payments for Head Office processing.
• Validate credit and voucher holding account entries and ensure PM accounts are settled promptly.
• Process and reconcile debtor charges and payments, issuing monthly statements.

Stock Control & Monthly Reporting:

• Oversee stocktakes across relevant hotel departments and ensure counts follow approved procedures.
• Reconcile physical stock against records and system balances.
• Investigate variances and report discrepancies to the General Manager.
• Ensure stock receipts, issues, transfers, returns and wastage are accurately documented.
• Conduct spot checks and unannounced stock counts when required.
• Submit stocktake reports and petty cash and credit card reconciliations to Head Office.
• Bank cash received at the designated bank branch.
• Calculate departmental gratuities and spa commissions for HR payment processing.
• Reconcile travel agent commission payments, including Booking.com and Expedia.

Requirements:

• Matric (Grade 12)
• Diploma or degree in Hospitality Management, Business Administration, or a related field
• At least 5+ years of relevant experience in office administration, financial assistant roles, or hospitality/hotel operations.
• Good computer literacy (MS Office), experience with property management systems and stock management software.
• Strong organizational skills
• High attention to detail, numerical accuracy, clear communication, and reliability