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.
Key Responsibilities
Revenue Management & Optima
Complete 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 and complete the Daily Revenue Tracker on Google Drive.
Banking & Cashbook
Collect, verify, and reconcile daily cashier cash-up documentation from all departments.
Complete 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 & Suppliers
Reconcile 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 & Payroll
Allocate 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 Assets
Oversee 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 Control
Review 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 Support
Coordinate 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.
Requirements
Diploma 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.
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