Exclusive 5* Boutique Beach Property in Ballito is looking for a meticulous and organised Administration Manager to oversee financial administration, reconciliations, stock controls and record-keeping.
Reporting to the General Manager and Financial Manager, the successful candidate will maintain accurate financial records, effective administrative controls and timely reporting.
Duties:
Administration & Document Control:
Maintain accurate records and supporting documentation for audits and management reviews.
Ensure administrative practices comply with hotel policies and procedures.
Report administrative risks, irregularities and non-compliance to management.
Coordinate vehicle licence renewals and order stationery, toner, till rolls and other office supplies.
Prepare agendas, minutes and documentation for monthly management meetings.
Daily Financial Administration:
Review cashier audits and confirm that bar and restaurant cash transactions are posted correctly.
Check night audit packs, correct errors and variances, and improve audit processes where required.
Reconcile cash and card transactions between Opera, bank records and supporting slips.
Maintain petty cash and credit card purchase records in Excel.
Process petty cash transactions on Opera and reconcile cash daily.
Reconcile the Dineplan PM account and process complimentary, service recovery and promotional transactions to the appropriate accounts.
Process bank receipts on Opera.
Capture food and beverage purchase orders and invoices on Simphony and Pastel.
Prepare expense payments for Head Office processing.
Validate credit and voucher holding account entries and ensure PM accounts are settled promptly.
Process and reconcile debtor charges and payments, issuing monthly statements.
Stock Control & Monthly Reporting:
Oversee stocktakes across relevant hotel departments and ensure counts follow approved procedures.
Reconcile physical stock against records and system balances.
Investigate variances and report discrepancies to the General Manager.
Ensure stock receipts, issues, transfers, returns and wastage are accurately documented.
Conduct spot checks and unannounced stock counts when required.
Submit stocktake reports and petty cash and credit card reconciliations to Head Office.
Bank cash received at the designated bank branch.
Calculate departmental gratuities and spa commissions for HR payment processing.
Reconcile travel agent commission payments, including Booking.com and Expedia.
Requirements:
Matric (Grade 12)
Diploma or degree in Hospitality Management, Business Administration, or a related field
At least 5+ years of relevant experience in office administration, financial assistant roles, or hospitality/hotel operations.
Good computer literacy (MS Office), experience with property management systems and stock management software.
Strong organizational skills
High attention to detail, numerical accuracy, clear communication, and reliability