Hotel Administrator

Pty; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A hotel management company is seeking a meticulous Hotel Administrator in Pretoria, South Africa. The role involves ensuring financial administration and revenue integrity, maintaining accurate records, and supporting operational and financial processes. Candidates should have a diploma in Accounting, Finance, or Hospitality Management, and a minimum of 3–5 years of relevant experience. Strong knowledge of Optima, Xero, and excellent communication skills are essential. Competitive market-related compensation is offered.

Qualifications

• Minimum 3–5 years' experience in hotel administration, finance, or revenue control.
• Strong knowledge of Optima, Xero, and Microsoft Office Suite.
• Integrity, confidentiality, and a hands-on approach.

Responsibilities

• Ensure smooth financial administration and revenue integrity of the hotel.
• Maintain accurate records and monitor internal controls.
• Support payroll administration including timesheets and leave tracking.

Skills

Organisational skills

Analytical skills

Attention to detail

Communication skills

Education

Diploma or degree in Accounting, Finance, or Hospitality Management

Tools

Optima

Xero

Microsoft Office Suite

Job description

Introduction

We are seeking a meticulous and proactive Hotel Administrator to join our team.

This role is pivotal in ensuring the smooth financial administration and revenue integrity of the hotel by maintaining accurate records, monitoring internal controls, and supporting both operational and financial processes.You will work closely with the General Manager, Support Office, and various departments to ensure all revenue, banking, payroll, supplier, and HR processes are completed accurately and in line with company policies.

Duties & Responsibilities

Key ResponsibilitiesRevenue Management & OptimaComplete and submit guest refund documentation for authorisation and payment.Assist management with Optima revenue reports and allocations.Perform spot checks to ensure revenue completeness and accuracy.Review advance deposits, guest ledgers, and pending accounts.Verify adherence to credit card, refunds, paid-outs, and allowances procedures.Review night audit packs complete the Daily Revenue Tracker on Google Drive.Banking & CashbookCollect, verify, and reconcile daily cashier cash-up documentation from all departmentsplete daily unit banking templates and investigate variances.Ensure all EFTs, credit card, and cash transactions reconcile accurately with Xero.Attend monthly float counts and report unallocated deposits.Petty Cash & SuppliersReconcile and capture petty cash transactions on Xero.Process purchase orders, supplier invoices, and payments accurately.Maintain supplier documentation, statements, and payment schedules.Verify invoice accuracy and VAT compliance.Debtors & PayrollAllocate and reconcile debtor receipts on Optima.Follow up on outstanding accounts and maintain debtor records.Support payroll administration including timesheets, leave tracking, and payroll approvals.Liaise with HR and department managers on employee records and payroll queries.Inventory & Fixed AssetsOversee stock reconciliations and ensure compliance with stock count procedures.Assist with inventory spot checks and ensure pricing accuracy.Support monthly trading summaries and P&L reconciliations.Reporting & Internal ControlReview monthly management accounts (Budget vs Actuals) with the General Manager.Participate in business review meetings and prepare minutes.Support internal and external audits by providing required documentation.Maintain strong internal controls and compliance with company policies.Human Resources SupportCoordinate HR documentation, recruitment administration, and employee files.Assist with employee onboarding, disciplinary procedures, and HR compliance.Maintain up-to-date HR records and coordinate employee engagement initiatives.

Desired Experience & Qualification

RequirementsDiploma or degree in Accounting, Finance, or Hospitality Management.Minimum 3–5 years' experience in hotel administration, finance, or revenue control.Strong knowledge of Optima, Xero, and Microsoft Office Suite.Excellent organisational, analytical, and communication skills.Strong attention to detail with the ability to work under pressure and meet deadlines.Integrity, confidentiality, and a hands‑on approach.

Package & Remuneration

Market Related