Hospitality Administrator

Bowmans (Law Firm); Wes-Kaap; On-site; ZAR 400 000 - 500 000; Full time

Job summary

A leading law firm in Cape Town is seeking an Administrative Support Specialist for its Hospitality function. The role involves managing stock control, ensuring sufficient supplies of food and beverages, and processing purchase orders and invoices efficiently. Candidates should have a Senior Certificate, with preferable tertiary qualifications, and 2 to 3 years of relevant experience. Strong relationship-building skills and attention to detail are key. This position offers a dynamic work environment with opportunities for professional growth.

Benefits

Opportunities for professional growth

Qualifications

• 2 – 3 years of stock control experience and understanding of finance principles.
• Experience working with an inventory system preferred.
• Experience within a professional service or corporate environment advantageous.

Responsibilities

• Provide comprehensive administrative support to the Hospitality function.
• Ensure sufficient supply of food and beverage items.
• Place orders daily with suppliers.
• Conduct monthly physical stock counts and maintain storeroom cleanliness.
• Prepare invoices for payment and ensure accuracy of supporting documentation.

Skills

Stock control experience

Attention to Detail

Relationship Building

Financial Budgeting

Using Information Technology

Education

Senior Certificate

Tertiary qualification advantageous

Tools

3E Purchase Order System

Inventory Management Software

Job description

Purpose:

Provide comprehensive administrative support to the Hospitality function within the Cape Town office including the control of stock items including but not limited to the ordering, purchasing and issuing of stock whilst applying effective control methods to always ensure the sufficient supply of food and beverage items.

Experience and Qualifications:

• Senior Certificate
• Tertiary qualification advantageous
• 2 – 3 years stock control experience and understanding of finance principles
• Experience working with an inventory system preferable
• Experience within a professional service or corporate environment advantageous

Key Accountabilities:

Stock Orders

• Receive requisitions from all areas (Kitchen, Re-heat kitchen) and menus costing from the Executive Chef.
• Prepare store requisitions for sign off by the relevant parties.
• Provide the Client Liaison Supervisor with orders to be placed to maintain main storeroom par levels.
• Place orders for all locations with suppliers daily

Receiving of Stock

• Signing in of all suppliers.
• Check in ordered goods in line with the approved purchase order.
• Check quality and the expiration dates of all items received.
• Deliver all completed purchase orders in a timeous manner to the Finance department for invoice reconciliations.

Issuing of Stock

• Issue stock to different locations at 09h30 and 15h15 daily (Kitchen, Re-heat kitchen or where required).

Stock Control

• Make sure storerooms are appropriately stocked with required items
• Merchandise all stocks to prevent stock loss.
• Generate stock take sheets annually.
• Conduct monthly physical stock counts as well as spot checks in each location.
• Maintain room cleanliness and rearranging stock if required.
• Conduct annual price comparisons between suppliers.
• Provide sales analysis of items sold when required.
• Maintain a reliable and accurate filing system for all hard copy records.
• Work closely with all stakeholders such as the catering service provider and Business Services to achieve ultimate delivery.
• Managing incoming and outgoing deliveries and documents.

Stock Control System Transactions - Point Of Sale (POS)

• Allocate complete requisitions.
• Accurately capture all stock.
• Create commodities and new re-salable items.
• Update prices of items listed when required.
• Create recipes.
• Rectifying items which reflect negatively on the system.
• Calculate spreadsheet with input and process for payment weekly
• Prepare, liaise with relevant people to obtain the correct GL cost centers and process invoice for payment.
• To complete all vendor forms and return them to the client, so that they register the firm on their database and pay its invoices
• Follow up on outstanding invoices and request POP

Preparation of invoices for payments

• Prepare invoices for payment, ensuring accuracy and completeness of all supporting documentation and liaising with relevant suppliers as necessary
• Process all Hospitality Purchase Orders on 3E in accordance with established procedures
• Liaise with relevant stakeholders to obtain correct GL cost centers and submit invoices for payment.
• Ensure all payment requests are supported by the required documentation and approvals.
• Support in creating PO’s, requisitions, opening vendors and completion of audit confirmation letters.

General Support

• Assist with setting up functions.
• Assist with internal functions, vouchers
• Assist Hospitality manager with general operations queries
• Handle queries that are put through to the Operations and Administration Department.
• Providing general administrative assistance to internal and external clients.
• Deliver cross functional services at Client Liaison and ground floor reception desk as required.
• General administrative duties for the team as and when required.
• Maintain efficient electronic/Manual filing system.

Relationship Building

• Develop and maintain relationships with levels of staff as a trusted team resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the Lawyer Services team
• Develop and maintain relationships with vendors to ensure quality of service delivery

Competencies

• Achievement Orientation
• Attention to Detail
• Relationship Building
• Financial Budgeting, Planning and Reporting
• Using Financial Information
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan. All recruitment decisions will be taken with due consideration being given to these objectives