Administration Manager

Duties:

Administration & Document Control:

• Maintain accurate records and supporting documentation for audits and management reviews.
• Ensure administrative practices comply with hotel policies and procedures.
• Report administrative risks, irregularities and non-compliance to management.
• Coordinate vehicle licence renewals and order stationery, toner, till rolls and other office supplies.
• Prepare agendas, minutes and documentation for monthly management meetings.

Daily Financial Administration:

• Review cashier audits and confirm that bar and restaurant cash transactions are posted correctly.
• Check night audit packs, correct errors and variances, and improve audit processes where required.
• Reconcile cash and card transactions between Opera, bank records and supporting slips.
• Maintain petty cash and credit card purchase records in Excel.
• Process petty cash transactions on Opera and reconcile cash daily.
• Reconcile the Dineplan PM account and process complimentary, service recovery and promotional transactions to the appropriate accounts.
• Process bank receipts on Opera.
• Capture food and beverage purchase orders and invoices on Simphony and Pastel.
• Prepare expense payments for Head Office processing.
• Validate credit and voucher holding account entries and ensure PM accounts are settled promptly.
• Process and reconcile debtor charges and payments, issuing monthly statements.

Stock Control & Monthly Reporting:

• Oversee stocktakes across relevant hotel departments and ensure counts follow approved procedures.
• Reconcile physical stock against records and system balances.
• Investigate variances and report discrepancies to the General Manager.
• Ensure stock receipts, issues, transfers, returns and wastage are accurately documented.
• Conduct spot checks and unannounced stock counts when required.
• Submit stocktake reports and petty cash and credit card reconciliations to Head Office.
• Bank cash received at the designated bank branch.
• Calculate departmental gratuities and spa commissions for HR payment processing.
• Reconcile travel agent commission payments, including Booking.com and Expedia.

Requirements:

• Matric (Grade 12)
• Diploma or degree in Hospitality Management, Business Administration, or a related field
• At least 5+ years of relevant experience in office administration, financial assistant roles, or hospitality/hotel operations.
• Good computer literacy (MS Office), experience with property management systems and stock management software.
• Strong organizational skills
• High attention to detail, numerical accuracy, clear communication, and reliability

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