Maintain close contacts with housekeeping, engineering, lobby, food and beverages, and other coordinating departments. Crush It! Maintains close liaison with secretaries of major companies that do business with the hotel. Directs and coordinates the activities of the front office department. Coordinating appointments and meetings and managing staff calendars and schedules. First staff to greet the guest in a hotel. The word also refers to hospitality. Responsible, along with the personnel department, for the employment and training of staff. It is an extended arm of ‘Information counter’ and provides all that information when longer interaction with a guest is needed, such as planning itinerary, etc. There can be various other reasons for sending a memo to employees or between colleagues in an office. Courteously and promptly handle all reservations on phone, by mail, telex cable, and computer, etc. Prepares all records connected with pre-registration for VIP, invalids and old people. On-going responsibilities include: Assisting with oversight of overall county management operations, with a special focus on finance Serving as director of the Finance Office, including oversight of the annual audit, bond issues and other financial reporting Contact … It is a French word and as per dictionary, the word means doorkeeper-porter. What is the meaning of front office staff? How is it different from hotel business? Display reservation position on “Flash Board”. Stations himself at the side of the main door along with the doorman; opens and closes lobby door for guests and assists them. credit, sales, housekeeping, service, and inter-hotel reservations. Office Coordinator. Responsible for guest services such as hell desk, concierge desk and guest transportation and ensures the smooth running of these areas. Take attendance and prepare staff schedules to meet exigencies of work. Clean and arrange the hostess desk and menus cards. Handle group/crew registration as per laid down procedures as well as FIT. Office Staff The Office Assistant/Junior Office Assistant/ Office Staff will be responsible for: Supervising the staff under his or her control, including the sanitation staff through the caretaker/sanitary guide. Completely responsible for all going-on in the lobby, and operating public areas and rooms at night as well. Take the baggage from the car in the porch/gate to the room. Arrange staff travel and accommodations; Prepare conference rooms (e.g. Place the baggage in the room, on the luggage rack. The operation of a dental office involves doing many tasks which may require a different set of skills. Co-ordinates staffing of mail and information and reservation clerks with their supervisors. Keeps information folder updated and keeps the GR. Office Staff new Performing general office clerk duties and errands. Keep the availability status chart updated. Supervise the storage of essential medicine prescribed by the house doctor and be accountable for the issues made. The duties and responsibilities of the medical office staff is varying depending on the type of medical facility, its size, and the management structure of the unit. Maintains the reputation of the hotel by refusing or ejecting undesirables. brochures, announcements and safety guidelines) Requirements. Type out advance reservation slips and maintain reservation racks and correspondence tiles and in case of computers update information in computers. It is the process of understanding the job, dividing the job into small components, grouping responsibilities & authorities among staff, establishing relationships in the activities and staff for the achievement of common goal. Advise the assistant manager-lobby periodically on the performance of lobby attendants, and at times provides information to the guest. Type out permanent arrival slip after registering guests and slot in racks. To bid farewell upon departure and thank all the guests. Coordinates with airlines and reconfirms the departure details of the ‘crews’ and arranges for transport for them. While the front office works closely and directly on the project, operations such as ordering, tracking, and delivery of goods is overseen by a back office executive and their staff. Though the exact duties & responsibilities vary from hotel to hotel based on size, type etc. Responsible also for any miscellaneous duties assigned by the front office manager. He is responsible for the necessary equipment in the crew lounge. Front office equipment (non-automated, semi-automated and automated), A. Helping organize and maintain office common areas. Maintaining office equipment as needed. Prepares daily summary reports and circulates them to EAM, and F .O.M., etc. When I worked in the central office, one of my primary responsibilities was providing a wide range of resources. make reservations and check equipment) Distribute company materials to employees (e.g. Define office staff. Time is a unique resource (24 hrs a day) and in highly perishable resources and its supply can’t be increased. Keeps an eye on the tidiness of the lobby area. Operations staff is mainly of two types ' 1- Front Office 2-Back office.Main responsibilities of Front office operation staff includes but not limited to counter services.They play a vital role in development of branch business. Supervises and coordinates activities of filing clerks. Under instructions from bell captain bring the baggage down from the room on departure. hostile and indifferent attitude may convert the guest’s experience into an unpleasant and uncomfortable stay. Trains all staff under him, and trainees as well. In addition to this job description of a front office manager include the following. Further, he should understand that some of the time-wasters are: The strategies for Time Management include and means. Advises and informs the front office manager or assistant on the duty of a significant increase or decrease of reservation tally, which could affect the hotel’s open or close status. Front Office Duties and Responsibilities Greet clients and set a positive office atmosphere Answer the phone, take messages, and redirect calls to appropriate offices. and any other special requests. For proper analyses, he should keep a record of the time spent on tasks and daily/weekly time spent on them and for this, he should prepare a work distribution chart for each task. Job Summary – Welcomes guests, opens/ closes the front entrance doors. It should be equipped with brochures, travel facilities information, sightseeing. Maintain a satisfactory part of all registration of stationery. Reviews and follow up any incidents and complaints of guests and coordinates with guest services manager. Checks the room racks against the information board (Concierge) and telephone operator’s board for omissions and sleepers. cards and room keys of pre-registered guests ready. Knowledge of cardinaux & ordinaux (Ordinal & cardinal). Receive and post table reservations in the register ensuring equity of load between stations. Checks taxis to ensure that the guest has not left any belongings. Meets with individual guests or convention group representatives on problems of room assignment, price, and location. Assess the desirable time against each activity and note in the work distribution chart. Keeps the keys of incoming guest car orderly. Organize and maintain files and records; update when necessary, Create and maintain updated documents and spreadsheets, Oversee the sorting and distribution of incoming mail, Prepare outgoing mail (envelopes, packages, etc.). Next, follow the plan and at the same time review the plan from time to time for any changes and improvements. Keeps liaison with crew members. It also looks after the training program for new staff. Sell higher priced rooms and other hotel facilities through trained salesmanship and assign rooms. Should know driving to assist the guest in case of an emergency. Control the sale of postage stamps and stationery to guests. Supervising office personnel involves numerous responsibilities to the business, managers and subordinate employees. : Why Now Is the Time to Cash in on Your Passion, Boundaries: When to Say Yes, How to Say No, Year of Yes: How to Dance It Out, Stand In the Sun and Be Your Own Person, A Quick and Simple Summary and Analysis of The Miracle Morning by Hal Elrod, The Creation Frequency: Tune In to the Power of the Universe to Manifest the Life of Your Dreams, The New Jim Crow: Mass Incarceration in the Age of Colorblindness, 90% found this document useful (78 votes), 90% found this document useful, Mark this document as useful, 10% found this document not useful, Mark this document as not useful, Save Duties & Responsibilities of Front Office Staff For Later. Train lobby attendants to maximize departmental efficiency. Prepares night clerks summary, three days, seven days, or fifteen days forecast, and VIP list. Arranges welcome drinks for all arriving groups and ensures that these drinks are served promptly. Room all arrivals using arrival errand cards. To have a complete understanding of policies and procedures relating to fire, hygiene, health, and safety. Unusually resourceful and knowledgeable about the hotel and the surrounding. If the front office is the hub of the hotel then the receptionist is aptly called the person who keeps this hotel world moving. Control their movement and activities on the lobby attendants control sheet. The bookkeeping and accounting tasks performed in a hotel's front office are considered A) property accounting. 2. for guests and offers accurate and informative facts and opinions to the guests. Ensures smooth traffic flow in the porch and ensures that the porch is always clear. ), A. Ensuring guest messages are delivered at the right time. His place of duty is outside the main entrance of the hotel. There are tasks that are unique to larger offices and there are tasks that are grouped together in smaller offices. Receives articles and maintains a ledger of articles turned-in for the Lost and Found Department. Let us know if you liked the post. Switch off all lights and air-conditioning. 01 INTRODUCTION TO TOURISM, HOSPITALITY & HOTEL INDUSTRY, D. Brief introduction to hotel core areas with special reference to Front Office, K. Meal Plans (not in the syllabus but imp. Ensures that amenities are sent in time to the VIP rooms prior to their arrival. Minimum Educational Qualification: Graduation/high school with preferably a craft course in reception and book-keeping/hotel graduates. Serves as guest’s liaison with hotel and non-hotel services. Represents management when decisions must be made during these hours. What is a timeshare? Referral chains & condominiums, Front office equipment (non-automated, semi-automated and automated), Understanding and uses of accents, orthographic signs & punctuation, Knowledge of cardinaux & ordinaux (Ordinal & cardinal), Greet clients and set a positive office atmosphere. One of the prime responsibilities of the back office services staff is to conduct continuous market research and surveys. Track/keep eye on unwanted guests in the hotel. He should be able to match the job needs to time available for effective and efficient performance. Distribute newspapers to guest rooms and selected offices.