Assistant Front Office Manager

Staff Solutions; Oos-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Staff Solutions is seeking an experienced Front Office Supervisor to oversee daily front desk operations, concierge, guest services, and switchboard. You will ensure efficient check-in/check-out, liaise with housekeeping and reservations, and maintain SOP adherence to deliver exceptional guest experiences.

The role requires 3–5 years in front office with supervisory exposure, strong communication, and a polished, professional presentation suitable for luxury hospitality.

Qualifications

• Diploma or degree in Hospitality or Hotel Management.
• 3–5 years of front office experience, with at least 1–2 years in a supervisory capacity.
• Proficiency in hotel PMS systems (e.g., Opera), POS, and Microsoft Office.

Responsibilities

• Oversee daily front office operations including reception, concierge, guest services, and switchboard.
• Ensure team adherence to SOPs and that check-in/check-out processes are efficient and accurate.
• Liaise with housekeeping and reservations to ensure room allocations, guest preferences, and special requests are fulfilled.
• Monitor lobby presence and actively support team members during peak times.
• Engage with guests proactively to ensure satisfaction, resolve complaints, and exceed expectations.
• Manage VIP arrivals and coordinate special welcome amenities or services.
• Supervise handling of early arrivals, late checkouts, and overbooking situations.
• Provide hands-on guidance, coaching, and feedback to front office staff.
• Assist in scheduling shifts, approving leave, and managing departmental rosters.
• Support onboarding and training of new team members in alignment with hotel service standards.
• Conduct regular team briefings to ensure service consistency and communication of updates.
• Oversee shift handovers and ensure all guest and operational issues are clearly communicated.
• Verify billing accuracy, room charges, and payment processing in collaboration with the night audit team.
• Monitor departmental supplies and equipment, initiating orders when necessary.
• Prepare daily reports for management review as delegated by the Front Office Manager.
• Champion guest satisfaction across all touchpoints in the front office.
• Act as a point of escalation for complex guest complaints or service recoveries.
• Monitor guest feedback platforms and address concerns where appropriate in collaboration with the Front Office Manager.
• Foster a culture of professionalism, teamwork, and respect within the front office.
• Identify performance gaps and support ongoing training and development plans.
• Promote cross-training and collaboration between guest services, concierge, and night audit teams.
• Ensure all procedures related to check-in, check-out, room allocations, and billing are followed precisely.
• Conduct regular quality checks at the front desk and monitor team grooming, uniform, and service presentation.
• Implement improvements based on guest feedback and internal audits.
• Monitor cash handling procedures and ensure compliance with hotel financial protocols.
• Support the night audit and finance teams in daily revenue reconciliation when required.
• Ensure billing issues, disputed charges, and refunds are resolved accurately and in a timely manner.
• Identify and report maintenance or IT issues affecting the front office area or guest experience.
• Ensure the lobby and reception areas remain clean, well-presented, and guest-ready.
• Support operational readiness during emergencies or unplanned disruptions.
• Represent the Front Office Manager during absences or days off.
• Collaborate with other department heads to ensure overall operational alignment.
• Perform any other reasonable tasks as delegated by senior management.
• Flexibility to work shifts, including evenings, weekends, and holidays
• Immaculate grooming and presentation in line with luxury hospitality standards
• Physically able to stand for extended periods and manage a fast-paced environment
• Passion for hospitality and continuous service improvement

Skills

Front office supervision

PMS Opera

POS systems

Front desk operations

Communication skills

Education

Diploma or degree in Hospitality or Hotel Management

Tools

Opera PMS

Microsoft Office

Job description

QUALIFICATIONS & SKILLS:

• Diploma or degree in Hospitality or Hotel Management
• 3–5 years of front office experience, with at least 1–2 years in a supervisory capacity
• Proficiency in hotel PMS systems (e.g., Opera), POS, and Microsoft Office
• Strong understanding of front desk, reservations, concierge, and night audit functions
• Excellent communication and interpersonal skills

CORE COMPETENCIES:

• Excellent leadership and team supervision
• Strong guest service orientation with conflict resolution skills
• Ability to multitask and manage pressure calmly
• Organisational efficiency and attention to detail
• Strong verbal and written communication
• Professional appearance and conduct
• Sound judgment and initiative

GENERAL DUTIES & RESPONSIBILITES:

Operational Oversight

• Support and manage daily front office operations including reception, concierge, guest services, and switchboard.
• Ensure team adherence to SOPs and that check-in/check-out processes are efficient and accurate.
• Liaise with housekeeping and reservations to ensure room allocations, guest preferences, and special requests are fulfilled.
• Monitor lobby presence and actively support team members during peak times.

Guest Experience

• Engage with guests proactively to ensure satisfaction, resolve complaints, and exceed expectations.
• Manage VIP arrivals and coordinate special welcome amenities or services.
• Supervise handling of early arrivals, late checkouts, and overbooking situations.

Staff Supervision & Development

• Provide hands-on guidance, coaching, and feedback to front office staff.
• Assist in scheduling shifts, approving leave, and managing departmental rosters.
• Support onboarding and training of new team members in alignment with hotel service standards.
• Conduct regular team briefings to ensure service consistency and communication of updates.

Administrative Duties

• Oversee shift handovers and ensure all guest and operational issues are clearly communicated.
• Verify billing accuracy, room charges, and payment processing in collaboration with the night audit team.
• Monitor departmental supplies and equipment, initiating orders when necessary.
• Prepare daily reports for management review as delegated by the Front Office Manager.

CUSTOMER SPECIFIC RESPONSIBILITIES:

• Champion guest satisfaction across all touchpoints in the front office.
• Act as a point of escalation for complex guest complaints or service recoveries.
• Monitor guest feedback platforms and address concerns where appropriate in collaboration with the Front Office Manager.

PEOPLE SPECIFIC RESPONSIBILITIES:

• Foster a culture of professionalism, teamwork, and respect within the front office.
• Identify performance gaps and support ongoing training and development plans.
• Promote cross-training and collaboration between guest services, concierge, and night audit teams.

QUALITY SPECIFIC RESPONSIBILITIES:

• Ensure all procedures related to check-in, check-out, room allocations, and billing are followed precisely.
• Conduct regular quality checks at the front desk and monitor team grooming, uniform, and service presentation.
• Implement improvements based on guest feedback and internal audits.

FINANCE SPECIFIC RESPONSIBILITIES:

• Monitor cash handling procedures and ensure compliance with hotel financial protocols.
• Support the night audit and finance teams in daily revenue reconciliation when required.
• Ensure billing issues, disputed charges, and refunds are resolved accurately and in a timely manner.

FACILITIES:

• Identify and report maintenance or IT issues affecting the front office area or guest experience.
• Ensure the lobby and reception areas remain clean, well-presented, and guest-ready.
• Support operational readiness during emergencies or unplanned disruptions.

ADDITIONAL DUTIES:

• Represent the Front Office Manager during absences or days off.
• Collaborate with other department heads to ensure overall operational alignment.
• Perform any other reasonable tasks as delegated by senior management.

ADDITIONAL REQUIREMENTS:

• Flexibility to work shifts, including evenings, weekends, and holidays
• Immaculate grooming and presentation in line with luxury hospitality standards
• Physically able to stand for extended periods and manage a fast-paced environment
• Passion for hospitality and continuous service improvement