OPERATIONS CO-ORDINATOR – CAMPS BAY – WESTERN CAPE Full Time

MINIMUM REQUIREMENTS

QUALIFICATION:                                     

• Grade 12
• Qualification in Hospitality and Tourism Industry not essential, but preferred.

EXPERIENCE:                                             

• Minimum of 1-year experience in the same or similar position
• Level 2 minimum Microsoft Office (Word, Excel, PowerPoint and Outlook in particular)
• Basic OPERA System Knowledge

COMMUNICATION:

• Verbal Communication
• Comprehension

COGNITION/THINKING:                       

• Analysis/Reasoning
• Decision-making & judgement

PERSONAL EFFECTIVENESS:                

• Self-Management
• Stress Tolerance
• Attention to detail

INTERACTION WITH OTHERS:            

• Influencing other
• Teamwork

MANAGEMENT QUALITIES:                 

• Business Alignment
• Strategic Vision

Unique Competencies:

• Building Customer Loyalty; Customer Focus; Negotiations, Relationship building

DUTIES AND RESPONSIBILITIES

Administration

• Oversee daily administrative and clerical activity in office
• Maintains records of maintenance and other facilities functions

Coordination

• Receives requests for building or equipment maintenance
• Assign technicians or specialists to repair equipment as necessary
• Acts as liaison between different company departments to ensure that problems are appropriately resolved
• Coordinates and manages schedules and calendar for facilities department.
• Ensure appropriate follow up with departments and staff
• Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption

Operations

• Minimum of 2 duty manager shifts per month to ensure full understanding of operations.
• Assist in maintenance, front office and housekeeping departments as per operational requirements.
• Summarise guest feedback from Centricity, Trip Advisor and Flash feedback cards to plan, communicate and action residential/facilities work needed in the properties.
• Obtain quotes and meet with suppliers.
• Ensure only approved suppliers used.
• Update of supplier list.
• Continues research and development and visits to trade related shows and shops.
• Back up for Residential specialist/ Group Operation Manager
• Assist in compiling Interior & Condition Survey, including execution
• Filling the gap between residential and facilities.
• Capture and submit project management.
• Assist with insurance matters.
• Placing of orders.
• Assess communicate and provide feedback on products and specifications.
• Update body corporate permanent files
• Assist with winter planning & projects
• Recognize operational residential challenges and assist with research and solutions
• Updating of master inventory costs
• Assist in creating residential modules
• Assist in updating residential manual

Training and Development

• Ensure residential/ property induction manual is up to date and introduced to all new staff
• Residential modules are developed and part of the staff training

Financial

• Assist Residential Specialist/ Group Operations Manager with functional administrative duties.
• Ensure weekly reporting of residential targets and actual numbers reported.
• Submit project management to financial controller/manager on a weekly basis.
• Submit purchase orders and invoices to creditors twice a week.
• Ensure Residential targets are met.
• Assist in placing orders and filing.

Management Support

• Assist Facility Management & Residential Team with tactical planning for the team’s goals and objectives.
• Provide facility specific assistance to the project / maintenance management team as needed or requested.
• Manage and maintain small facility management tasks as assigned.
• Devise new ways to improve efficiency of office work and facilities services.

REVIEW CRITERIA:

• Effective usage of materials
• Attendance
• Willingness to work overtime
• Appearance
• Product knowledge (rooms)
• Proper care of tools and equipment
• General knowledge to complete duties
• Knowledge of materials and equipment
• Communication to guests
• Communication to Management
• Project Management
• Monthly reports
• Staff Management