AFEX, a Lonrho company, provides camp
construction, catering, management and logistics support to the Oil and Gas,
Mining, UN and NGO sectors, in some of the most remote corners of Africa.
With headquarters in Nairobi, Kenya,
AFEX provides international standard service delivery, combined with 30 years
of regional operational experience.
AFEX wishes to recruit a competent,
innovative and self-driven person to fill the following position:
Receptionist and Reservations Agent
Job Summary: Following
AFEX policy and procedures, to ensure that the front office and reservations
department at AFEX River Camp is run in the best possible standard, to ensure
maximum occupancy and a high level of guest satisfaction leading to repeat
business.
The Reception and Reservations Agent’s principal responsibilities will relate to making and cancelling of reservations, checking in and checking out of guests and billing of guest’s for their stays and processing of payments received.
Key Duties and Tasks:
- Handle calls, mail, and electronic
communications and routing messages and information to appropriate
individuals.
- Checking in and check out guests
- Upselling where possible to ensure the highest
possible average room rate and maximum usage of other services (food,
beverage, gym, DSTV, WIFI, conference & banqueting, airport transfers)
by in-house guests.
- Liaising with Housekeeping in regards to
arrivals, departures, room moves, extensions to stays, allocation changes,
out-of-order rooms and future room requirements to allow adequate time for
preparation.
- Dealing with special requests for guests
(storage of valuable items, booking of restaurants, accommodation, flights
or transport).
- Booking of flights for Nairobi-hire staff
members through the Company travel agent, ensuring details are correct,
the cheapest available flights are booked and that booking and billing
information is passed across to Procurement and Accounts Payable for
processing and payment.
- Organizing of visas for arriving staff members
in conjunction with Human Resources and the Transportation department.
- Dealing with complaints and problems, ensuring
that feedback is offered in a timorous manner and ensuring that complaints
are handed over to senior management and the relevant department for rectification,
with a follow up being done to ensure resolution of the issue in question.
- To be responsible for accurate and efficient
accounts and guest billing processes, in conjunction with Accounts
Receivable.
- To ensure that the reception area is kept clean,
tidy and organized at all times, therefore providing a welcoming
environment to all guests and visitors.
- To undertake a guest relations role through
enquiring as to all guest’s well-being, informing other departments about
special guest occasions such as birthdays and anniversaries and through
the administering of guest comment cards and the production of a monthly
guest comment progress report.
- To undertake general office duties including
correspondence, e-mails and filing to ensure the smooth running of the
reception area.
- To administer all avenues of reservations
including online booking engines to ensure that room bookings are made and
recorded accurately.
- To ensure that all reservations and
cancellations are processed efficiently.
- To ensure that all requests for information
are dealt thoroughly and timorously, with feedback to enquiries being
received in no more than 12 hours.
- To produce daily occupancy reports as well as
arrival, departure and in house guest lists for management and other
departments.
- To produce accurate weekly occupancy reports
for management and AFEX Head Office.
- To produce month-end reports as per the laid
down standard operating procedures for Accounts, management and Head
Office.
- To co-ordinate the allocation of senior and
junior staff members to staff accommodation in conjunction with Human
Resources.
- To keep up to date with room prices and
special offers / promotions in order to be able to provide accurate
information to guests and prospective guests.
- To administer River Camp DSTV subscriptions
and renewals in conjunction with AFEX Head Office in a manner that ensures
that monthly DSTV subscription fees are kept to a minimum.
- To administer maintenance job cards and the
progress towards resolution of maintenance related problems and the
production of a weekly and monthly maintenance work progress report.
- To undertake all trainings as required and
adhere to all fire safety test procedures. Ensure that the in-house guest
list is up to date and available in hardcopy format at all times in the
event of an emergency, and to assist in the evacuation process in the
event of a fire or other emergency.
- To adhere to all Company QHSE policies and
guidelines at all times.
- To undertake any other reasonable tasks that
maybe assigned to you by your supervisor.
Skills and Competences:
- Excellent verbal and written communication
skills.
- Strong customer service skills with friendly
and professional telephone manner.
- Honesty and integrity.
- Friendly and professional telephone manner.
- Ability to adopt and deal with guests from
different backgrounds, nationalities and religious and cultural groups.
- Patient and tactful.
- Ability to multitask and stay calm when under
pressure.
- Good organization and problem solving skills.
- Computer literacy with vast knowledge in MS
Office.
- Knowledge in Property Management System and
Booking Engine management systems will be an added advantage.
- Accuracy and attentive to detail.
- Presentable, well-groomed and a good team
player.
- Knowledge of a foreign language will be an
added advantage.
Qualifications:
- Degree / diploma in hospitality service
management.
- At least 2 years’ experience in a similar
position in a hotel or hospitality environment.
- Willingness to work and relocate to Juba-
South Sudan.
To apply, send your CV ONLY to careers@afexgroup.com
by Friday 23rd October, 2015.
Only shortlisted candidates will be
contacted.
Kindly note, this position is available in the republic of South Sudan and the successful candidate should be willing to relocate to Sudan.