Arranges welcome drinks for all arriving groups and ensures that these drinks are served promptly. Represents management when decisions must be made during these hours. The nature of the Front Office job is such that he is almost always crowded with various jobs and he often loses control over his time. Balances room revenue with night auditor. The front office represents the customer-facing function or department of a firm, typically composed of administrative and sales personnel. ), A. If the front office is the hub of the hotel then the receptionist is aptly called the person who keeps this hotel world moving. Calls taxis for guests and flags down the meter to ensure maximum guest satisfaction. Types and files reservation slips. Operate office equipment, such as photocopier, printers, etc. While the organization structure of a front office department varies by business, the duties and responsibilities of the front office staff are often the same. His place of duty is outside the main entrance of the hotel. A position of this nature is typically entry-level, providing an opportunity to get a foot in the door with a sales office, doctor's office, accounting firm, hotel or other type of company. Responsible, along with the personnel department, for the employment and training of staff. As this department is located around the foyer area of the hotel and is visible to the guests, patrons and visitors, they are collectively called “Front Office”. First staff to greet the guest in a hotel. Know room history, namely location, kind, rate, theme, if any, and the view each room commands. Types confirmation slips. He should identify key result areas of his job for effective performance. 4. Night Auditor: Controls the job of the Accounts Receivable Clerk, and prepares daily reports to management (ex: Occupancy Report and Revenue Report). Forhad Ahmad Chowdhury Id: J13012134 Section: DHM1 2 1. Keeps a record of all reservations and makes a monthly room nights report; in addition, prepares a half-year report of all accounts and their respective production. Marks mail to emphasize important points for reservation typist. The part of this department are Front Office Manager, Assistant Front Office Manager, Front Desk Representative, Night Auditor, Cashier, Reservationist and Telephone Operator. Front office managers require little formal education. Duties and responsibilities of front office staffs (Source:www.slideshare.net) 1. ️ Check out our Complete List (500+) of Job Description Templates!. ...1.0 Front office department 1.1 Organisational chart [pic] 1.2 Duties of front office staff 1.2.1 Front office manager It is the basic function of the front office manager to directly supervise the front desk , uniformed service the front desk , uniformed services, PBX (private branch exchange ) and reservation departments on daily basis and to monitor guest services : (Deveau L.T. The front office is typically composed of customer-facing employees, such as the marketing, sales, and service departments. and any other special requests. Postage and Parcels: This section is to facilitate guests pertaining to the posting of letters, telegrams, and parcels. Supervise the storage of essential medicine prescribed by the house doctor and be accountable for the issues made. It is the front desk receptionist who greets anyone who enters the building. In order to carry out its mission, goals and objectives, every company shall build a formal structure depicting different hierarchy of management, supervision, and employee (staff) levels. One month’s departmental training. The Front Office Department comprise of the Reception, Guest Service Offices, Bell Services, Reservation, Operators, Executive Club, Health and Recreation Center and Business Center. The front office is also known as the face of the hotel. One of the most important functions of the Front Office Manager is Time Management. Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper. Take room reports/occupancy statistics and maintain an inventory of rooms. Prepares daily summary reports and checks daily mom position of suites. Co-ordinate and control the distribution of morning newspapers. FOM reports to … Checks taxis to ensure that the guest has not left any belongings. Handle errands requested by guests and front office staff. Machine 3. Type out advance reservation slips and maintain reservation racks and correspondence tiles and in case of computers update information in computers. The concierge may also handle room keys and does paging of guests Calls guests (after they have been roomed) to ask whether they require any immediate service. Thus, the role of the front office is to reserve, receive, allocate rooms to guests and act as a continuous of … A front office executive’s responsibilities will vary based on the nature of the organization, but some central tasks are commonly a part of the job. The Front Office develops and maintains a comprehensive database of guest information, coordinates guest services, and ensures guest satisfaction. shopping and other such things for providing assistance to the guest. Handle all guest mail, information, parcels, telegrams as per laid down procedures Answer queries on house facilities and places of tourist interest. OTA – Online Travel Agency - Definition / Meaning, 6 Stages of The Guest Check–In Procedure [With Flowchart], Types of Common Guest Complaints in Hotels, Different Booking Source Of Hotel Reservation with Examples, Security - Handling Suspicious Items and Packages in Hotels, HR - Sample Reference Check Questions For Recruiting Hotel Staff, Security - Types of Emergency Situations Encountered in Hotels, Store - Inventory Stock Check Policy for Hotels, 10 Types of Trolley Used in Food and Beverage Service, Room Service / In-Room Dining Department Layout or Design, Types of Spoons and Knives Used For Food & Beverage (F&B) Service, Main Factors To Consider While Menu Planning, Must Have Menu Knowledge for Food and Beverage (F&B) Service Staff, SOP - Engineering - Different Modes For Starting Diesel Generator (DG) Set, SOP - Concierge / Bell Desk - Left Luggage procedure, SOP - Front Office - Open in room Safe/Locker On Request, SOP - Front Office - Generating Reports [Routine Report, Emergency Reports], Housekeeping - Introduction, Definition, Role, Responsibilities and Layout, Room Status Cycle (Diagram) In Housekeeping | Hotels, Room Status Codes For Housekeeping Department, Types of Window Curtains / Window Treatments For Hotels, Terms and Conditions - Serviced Apartment / Long Stay Lease, Concierge - Transport Request Form Sample [Guest / Hotel Use], Concierge / SPA - Saloon Booking Form Sample. Ensures smooth traffic flow in the porch and ensures that the porch is always clear. Performs any other duties as may be assigned, usually all duties of bell boy or porter. Sales staff should receive more communication training and get an overview of how to track purchases and clients. Performs any other duties as may be assigned. Introduces and sells all hotel services and facilities to the guests. 5. Report keys not retrieved or lost to the front office manager at once. Mail also schedule meetings and travel for executives. It is a French word and as per dictionary, the word means doorkeeper-porter. Type out permanent arrival slip after registering guests and slot in racks. credit, sales, housekeeping, service, and inter-hotel reservations. Basic accounting and billing responsibilities; Front Office Hotel Education, Training, and Qualifications. Minimum Requirements – Ability to communicate in English. Prepares night clerks summary, three days, seven days, or fifteen days forecast, and VIP list. FRONT OFFICE MANAGER DUTIES AND RESPONSIBILITIES: Trains, cross –trains, and retrains all front office personnel. Control the sale of postage stamps and stationery to guests. Moreover, the organisation chart shows reporting relationships, the span of management, and staff/line functions. Answer incoming calls for guests and report all messages. Knowledge of office management and basic bookkeeping; Proficient in English (oral and written) Excellent knowledge of MS Office (especially Excel and Word) Strong communication and people skills Keeps liaison with crew members. Front office staff need to use different skills on technologies too, such as using the printers, fax machines and phone. Referral chains & condominiums. Meets with executive management and supervisors from these and other departments at regular intervals to plan and coordinate hotel housing activity. As you create your front desk receptionist Guest History and records: Creates and maintains a guest profile, history, likes and dislikes, collect feedback etc. Keep the lobby area clean and clear to ensure smooth traffic flow. Checks the luggage out pass before allowing the bell boy to load the luggage in a car or taxi at the time of departure and maintains a car register. All the activities and areas of the front office are geared towards supporting guest transaction and services. Hotel Front Office Department #‎FrontOffice ‪#‎BNG ‪#‎HotelManagementKolkata. Supervises and answers inquiries of reservations agents. It is the front desk receptionist who greets anyone who enters the building. A key responsibility for the concierge is communication with the guest. Reservation: This section is responsible in registering the room reservation from various sources, with recordings, filing of reservation records, and revise on the appropriate time to make sure that guests would have their rooms upon entering the hotel. Check for mail, messages for departure guests and, if available, collect and give mail or messages to departing guests. This department is one of the major operational and revenue-producing departments of the hotel which generates two-thirds of the revenue earned by a hotel from the sale of the guest rooms. The activities showing a wide difference between actual and desirable are possibly time problem areas of the manager. 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. What is a timeshare? He reports to Rooms division manager or sometimes to General Manager of the hotel. Directly supervises all front office personnel and ensures proper completion of all front office duties. Front office managers should be familiar with typical office applications like spreadsheets … Obtain clearance from the front office cashier on the errand card regarding the bill i.e. Sign departure errand cards in acknowledgment of receipt of room key from a departing guest. Basic Responsibilities of Front Office Department. Assumes the responsibilities of the front office manager upon his absence. Control their movement and activities on the lobby attendants control sheet. THE FRONT OFFICE DEPARTMENT Tasks and Responsibilities • Nerve center of the hotel • Handles reservation, Check-in and Find out more. 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