Duty Manager

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Scope of Position:

The Hotel Duty Manager is responsible for supervising the smooth and efficient daily operation of the Front Desk, and ensures that all hotel guests and visitors receive an optimum level of service and care at all times.

Specific duties, responsibilities & Key performance areas

• Conduct daily briefings and ensure that all pertinent information is well received by team members.
• Manage and supervise all tasks of his/her staff to ensure that the highest quality service is delivered and department standards are met.
• Review, analyse and suggest improvement of work-flow and standards at the Front Desk.
• Analyse rate variance report to ensure rooms revenue control, approve discounts and rebates.
• Communicate with Front Office Manager on all matters regarding guest services & hotel operations.
• Ensure documentation of all guest related issues using the logbook.
• Supervise the shift handover procedures.
• Coordinate and communicate with other hotel departments as required regarding general administration and operations issues.
• Provide management presence at all times by assisting with the handling of guests’ needs and complaints tactfully and efficiently.
• Assist Guest Relations in greeting, rooming and sending off guests.
• Inspect front of house and back of house regularly for cleanliness and orderliness.
• Ensure that front line staff complies with marketing techniques and maximizes sales.
• Check billing instructions, monitor guest credit and act upon any discrepancies.
• Coordinate full house situations and makes all necessary arrangements to handle overbooking and pledge relocates.
• Ensure driveways are manned at all times and run efficiently.
• Ensures the Safety, Security and Loss Control policies and procedures are complied with at the lobby and driveway.
• Required to make objective decisions and handle any complaints and emergencies in a level-headed manner.
• Conduct Night Audit process for hotel.
• Provide department orientation and training of the hotel service standards, procedures and programs.
• Constantly monitor team members’ appearance, attitude and degree of professionalism.
• Motivate and provides a work environment which brings out the best in team members.
• Maintain complete knowledge of all food & beverage services, outlets and hotel services/features; and ensure team members are constantly updated on these.
• Be fully familiar with the Emergency Procedures, Policies and Standard Operating Procedures as established by the Hotel.
• Attend to all briefings, meetings and trainings as assigned by management.

Talent & Culture Responsibilities

Assist the (Department) Management Team in the following:

• Establish on-going On Job Training Programs within the department to meet Brand and Service Standards. Use Department Procedure Manuals as a base for all service procedures training.
• Induct new staff into the team, department and Hotel in the first week of their employment following guidelines. Ensure that all staff under your control carry out their duties in accordance with the Brand and Service Standards and Procedures Manuals.
• Effectively use the guest feedback to improve product and service delivery.
• Openly communicate with staff ensuring regular briefings occur and all relevant information is passed on.

Systems & Procedures

• Log and inform your Manager of any system problems. Suggest any improvements that could be made to improve existing systems and procedures.
• Follow policies and procedures outlined in the Accor Brand Standards Manual, Departmental Service Standards / Procedures Manual and Accor Policy Manuals.
• Complete all duties, and ensure a concise hand over for every shift.

Customer Relations

• Provide efficient, friendly and professional service to all guests.
• Lead by example when attending to guest requests. Show efficiency in constantly striving to provide Total Customer Satisfaction.
• Take initiative to ensure that interactions with our customers (internal or external) are positive and productive, call the Manager on Duty if difficulties arise.
• Work together with trust so that colleagues and management meet the goals of the department/Hotel.
• Treat customers and colleagues from all cultural groups with respect, sensitivity and transparency.
• Take every opportunity to be a “salesperson” by active selling of special promotions and facilities available within the Hotel.
• Implement the Accor values and Accor customer vision to ‘Offer the Best Service to Our Customers’.

Other

• Take responsibility to ensure all required tasks are completed accurately and within given time frames.
• Participate in scheduled training and development programs provided by the Hotel to improve self and department standards and attend departmental meetings as required.
• Abide by Accor policy on EEO and Harassment in the workplace.
• Ensure wherever possible that employees are provided with a work place free of discrimination, harassment and victimisation.
• Follow property procedures with respect to grooming, performance and conduct standards, occupational health and safety, emergency procedures and all other property policies and procedures as detailed in the employee handbook / department procedure manuals / company policy manuals.
• Ensure Hotel, Customer and Staff information or transactions are kept confidential during or after employment with the company.
• Any other reasonable request within your range of competence as required by your Supervisor or Hotel Management.
• As part of Accor’s ongoing commitment to quality customer service, you may be monitored and recorded.

• Minimum 1-2 years experience as a Duty Manager or relevant position within the Front Office environment
• Strong leadership and communication skills, with the ability to motivate and guide a team
• Excellent problem-solving abilities and a guest-focused approach to creating memorable experiences
• Flexibility to work various shifts, including mornings, nights, weekends, and public holidays
• Proficiency in hotel management software and property management systems, such as Opera
• Strong understanding of hospitality industry standards and best practices
• Ability to remain calm and make decisive decisions in high-pressure situations