Receptionist and Reservations Agent Job Vacancy

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. 

The AFEX Team is dedicated to ensuring clients have peace of mind that their projects will run on schedule and to budget, with their personnel being cared for to a high international standard.  


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.