Receptionist - Franschhoek

Key Responsibilities Front Office Operations

• Open and prepare the reception area each morning by opening blinds and switching on reception lights.
• Close the reception area at the end of the day by ensuring blinds are closed and lights are switched off.
• Welcome, assist, and direct visitors, clients, and guests in a courteous and professional manner.
• Maintain a clean, organized, and presentable reception area at all times.
• Offer refreshments, including coffee, to guests while they wait.
• Maintain visitor logs and issue visitor passes where required.

• Process guest check-ins and check-outs using the Semper booking system.
• Manage bookings for accommodation, picnics, and the bistro.
• Provide guests with information on accommodation and wedding packages.
• Arrange dinner reservations at external restaurants for in-house guests when requested.
• Inform the Duty Manager of any guest special requests, VIP arrivals, or service requirements.
• Handle general guest and customer enquiries and direct complex matters to the appropriate department.

• Operate the switchboard by answering, screening, and transferring incoming telephone calls promptly and professionally.
• Check, prioritize, and respond to emails in a timely manner.
• Notify office staff when their clients or visitors arrive for scheduled meetings.
• Schedule doctors' appointments for employers as required.
• Maintain excellent customer service standards in all interactions with guests, visitors, suppliers, and employees.

• Perform general administrative duties including filing, photocopying, scanning, data entry, and document management.
• Receive, sort, and distribute incoming mail and courier deliveries.
• Manage office stationery and supplies and place orders when required.
• Support management and staff with general administrative and clerical duties.
• Maintain confidentiality of company, guest, and client information at all times.

• Prepare and present the 7-Day Hospitality Report during the daily morning meeting.
• Generate and distribute the daily and monthly Dine Plan Reports
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• Attend and participate in daily morning meetings.
• Complete daily turnover reconciliations accurately and within required deadlines.
• Prepare comprehensive handover notes for the weekend receptionist or incoming shift to ensure continuity of service.

• Manage appointment schedules and meeting room bookings.
• Update and maintain menu items, pricing, and related information within the Sage system, ensuring accuracy at all times.
• Assist with Sage system administration and data entry as required.
• Maintain accurate guest, reservation, and booking records within the Semper booking system.

• High school diploma or equivalent (a certificate or diploma in Office Administration, Hospitality, or Business Administration is advantageous).
• Previous experience in a receptionist, front office, hospitality, customer service, or administrative role is preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience using booking systems such as Nighbridge is advantageous.
• Experience using the Sage system for menu maintenance or administrative functions is advantageous.
• Experience operating a multi-line telephone system or switchboard is preferred.

• Excellent verbal and written communication skills.
• Professional appearance and positive attitude.
• Exceptional customer service and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to multitask and prioritize work effectively in a fast-paced environment.
• High level of accuracy and attention to detail.
• Ability to work independently and collaboratively within a team.
• Strong problem-solving skills and initiative.
• Ability to maintain confidentiality and professionalism.
• Competence in using Microsoft Office, Semper, Sage, and other office systems.
• Ability to accurately prepare reports and maintain administrative records.

• Office and hospitality-based environment.
• Standard business hours with occasional weekend, public holiday.
• Frequent interaction with guests, visitors, clients, suppliers, and employees.
• Regular use of computers, booking systems, telephones, and other office equipment.