Reservations/Events Assistant

We are recruiting a RESERVATIONS / EVENTS GENERAL ASSISTANT for an estate in Malmesbury, Western Cape

Department: Hospitality/Catering

Reporting to: Hospitality Manager (or designated supervisor)

1. Working hours:

1.1. Full time (45 hours per week)

1.2. Shift hours according to weekly events

2. Requirements

1. Matric (High school diploma) required
2. Previous experience in Hospitality service with an understanding of the events / wedding industry
3. Must possess a valid driver’s licence and have own transport
4. Excellent communication skills (fluent English & Afrikaans)
5. Computer literate with knowledge of MS office, Outlook. Reservations systems knowledge (such as Semper, Nightsbridge, Dineplan, Yoco and point of sales) an advantage.
6. Strong organizational skills with a focus on planning and scheduling and attention to detail
7. Outgoing, personable, enthusiastic and positive attitude. Must easily converse with guests of all nationalities
8. Willingness to work extended hours (early mornings / late nights) and weekends as required
9. Proactive and self-driven nature
10. Ability to remain calm during stressful or uncomfortable situations
11. Must be able to work under pressure with no supervision
12. Ability to work independently and as part of a diverse team of staff
13. Qualification in Hospitality Management / Marketing / PR an advantage

Main Responsibilities:

3. Reservations:

1. Check daily if any guest departures and print room invoices for payment
2. Enter guest /invoice details on Yoco when paying by card
3. Capture payment on Semper Res if a room payment is received
4. Check booking sheet for daily arrivals and prepare any extras for rooms
5. Check calendar / diary daily and reconfirm any tastings / lunches with relevant team.
6. Update weekly schedule for kitchen team every Friday & Monday for week ahead (breads, lunches, extra meals etc)
7. Update weekly tastings schedule for cellar team every Monday for week ahead
8. Responsible for reservations for pizza night, mid-week lunches and tastings using the Dineplan reservations system
9. Check emails and respond to any requests
10. Ensure Excel booking sheet is updated and in sync with Semper online
11. Ensure Events Calendar is updated daily on Outlook
12. Assist with guest check-ins and check-outs when necessary
13. Assist with driving supplies when necessary
14. Prepare daily room cards / welcome notes for guests as needed

4. Sales & Stock:

1. Responsible for wine & shop sales from the farm for walk-in guests; in-house guests; staff
2. Updating any sales such as wine / food / shop etc to guests account on Semper
3. Stock-take of office wine daily and replenish to par stock levels
4. Recording of any stock issues on Semper – to housekeeping, marketing, wine tastings etc
5. Stock take of events bar stock & cold room weekly
6. Weekly orders of stock from set suppliers for – wine, coffee, ice
7. Processing any shop sales on Semper and arranging the payment
8. Checking par stocks on shop and advising if stock needs replenished
9. Ensuring shop is clean at all times, items are priced correctly and not out-of-date
10. Keeping stocks of office stationery and advising when top up order is required
11. Processing any lunch sales on Semper and ensuring payment is received from guests
12. Ensure the office & cottages First Aid Kits are correctly stocked at all times

5. Events:

Overseeing all events and activities, including but not limited to:

1. Supplier / product research
2. Sourcing of hired items and obtaining quotes from suppliers
3. Ordering event stock
4. Receiving / checking orders from suppliers
5. Assisting with scheduling of event staff and arranging extra staff if required
6. Assist with costing and quoting events
7. Assist with the planning of events from start to finish
8. Liaise with clients directly when required
9. Assist with all event set-up / coordination / breakdown
10. Supervision of event team staff on the day to ensure all runs smoothly

6. Pizza night:

On occasion you may be asked to assist with overseeing pizza night, including but not limited to:

1. Guest tabs set up on POS according to Dineplan bookings
2. Assist with table plan when needed for set-up
3. Oversee service (waiter / bar) to ensure all runs smoothly
4. Ensure clean glasses, bar equipment and working areas
5. POS related administration
6. Ensure guest satisfaction throughout
7. Ensure customer bills are processed accurately and paid
8. Ensure venue is locked up and all stock at bar accounted for
9. Transport of staff after shift

7. Other responsibilities:

1. Ensure office space is clean every morning and ready to welcome guests
2. Answer telephone calls and transfer to correct person
3. Inspect and document repairs and cleanliness of venue to ensure optimum upkeep and appearance
4. Recording weekly issues & lunches from FOH assistant onto Semper
5. Ensure constant feedback to manager on all elements – events / office / staff / guests / maintenance issues
6. Assist customers when they have questions – if unsure of something, let them know that we will get back to them.
7. Calculating the accommodation / events staff hours every fortnight and giving to Christine
8. Monitor weekly / monthly inventory or supplies and equipment
9. Assist with errands to town when necessary
10. Other duties / general office day-to-day admin & filing as requested

8. Shared Responsibilities:

The below responsibilities are shared with the FOH assistant and must be fulfilled in when FOH assistant is off duty:

1. Set up for breakfasts if any – breakfast service
2. Check OH bathrooms are regularly maintained and clean
3. Assist with room checks before guest arrival
4. Liaise with housekeepers as to what is needed from Lemoenfontein and organize collection
5. Host guests at lunch – pour wine, assist with sales
6. Record staff lunches daily

Job Type: Full-time

Pay: R12000,00 - R15000,00 per month

Application Deadline: 2024/11/20