Hospitalities Co Ordinator at Discovery Limited

PURPOSE

• Oversee and manage the Soft Services contracts namely vending and plants.  Daily management and administration of helpdesk queries as well as meeting room booking.
• Ensure that we provide services with excellence by meeting the highest standard and quality measures of service delivery. Ensure that the environment remains clean and hygienic at all times. We aim to improve current practices to gain better returns on services offered.
• Interact with customers / providers / staff to provide and process information in response to enquiries, concerns and requests about products and services which CRES Hospitality manages. 

RESPONSIBILITIES

Vending

S&K Vending, Pause Areas and Staff

• Manage and monitor that vending staff are adhering to Discovery standards and that our service level agreements are being met
• Ensure that pause areas are always clean and clutter free.  
• Log calls for any faults within pause area (equipment faults, furniture faults or consumable faults). 
• Escalate RFC number to onsite supervisor (Ernest Gerber) and cc Tammy Ferreira.
• Sign off on all job cards issued by provider – keep record of the documents
• Manage the stock ordering process and ensure that all stock is accounted for
• Do walk-abouts and checks of the various Pause areas on all floors in BPO to ensure common areas are kept up to standard (daily)
• Do stock checks with the S&K Vending hostesses (adhoc)
• Compiling inventory list of all stock / equipment
• Address complaints, questions and suggestions with the management of the provider, via email and cc Tammy Ferreira
• Screening and approval of new provider staff members on site
• Attend monthly provider management meetings

S&K Milk

• Receipting of new stock
• Monitor stock allocation weekly
• Keep register of stock received and given out
• Liaise with tea hostesses regarding daily fresh milk allocations
• Liaise with supplier regarding change of orders
• Obtain and evaluate all relevant information to handle enquiries and complaints, include Tammy Ferreira

Plants

Servest

• Manage the maintenance of the office plants and reception flowers to ensure service level agreements are being met.
• Liaise with provider management regarding concerns, queries, or suggestions
• Conduct a monthly audit of the plants with contractor - do a walk about with the provider, during this audit.
• Monitor the condition of the Reception flowers (Orchards) to ensure Reception area looks professional at all times 
• Attend meetings with provider management and Tammy Ferreira.
• Obtain and evaluate all relevant information to handle enquiries and complaints, include Tammy Ferreira

Helpdesk and Administration

• Monitor Help Desk calls logged ensuring that calls are closed within pre-determined SLA’s
• Compile all documentation for CRES Hospitalities e.g. Updating consumables spreadsheets, Requirements for Pause Area items, Plant placement (updated on T drive)
• Call logging of faults for Cleaning, Vending and Maintenance & Technical requirements issued by various Providers
• Check schedule received from Head Office to confirm any outstanding Job cards for the Operations Team to avoid escalation of SLA.

Meeting Room Bookings

The management and control of all meeting room bookings for Discovery ECP.

• Manage the meeting room booking requirements for Discovery ECP
• Liaise with the clients regarding their specifications, professionally and courteously
• Facilitate the booking of meeting rooms, on outlook, within 24 hours of receipt of request (SLA)
• Maintain a register of all bookings; amendments and availability for all meeting rooms
• Manage and co-ordinate specific meeting room setup requirements as per customer’s exact request.
• Inform Security of any special requirements for any external attendees of meetings

Meeting Room Setup

• Co-ordinate the overall management of the meeting rooms ensuring that all items are placed neatly and presentable for next clients.  (Chairs, tables, whiteboard and flip chart paper available)
• Assemble and disassemble specific seating layouts (liaise with Denver (Maintenance) / Vicnash (Group Operations) to assist
• Liaise and include TI department in meeting room schedules in order to assist with setup of video conference facilities and technical set ups for scheduled bookings
• Inspection of equipment (as and when required) and liaise with TI should there be any faults

Lifestyle Services

Under 1 hour

• Assist with any escalations
• Liaison with Legal department and JHB Head Office regarding all contracts
• Obtain stats from Nthabeleng (Reception) and submit monthly stats JHB Head Office

Savuka Car Wash

• Assist with any escalations
• Liaison with Legal department and JHB Head Office regarding all contracts
• Obtain stats from Nthabeleng (Reception) and submit monthly stats from the providers to JHB Head Office
   

Back up to Tammy Ferreira

• Restaurant, Camelot spa, Carpet Cleaning, Cleaning- specialized, hygiene equipment and consumables
• Assist Tammy Ferreira in her absence as per her Job Description.

Reception (2IC)

• Back-up to Receptionist
• Relieving Receptionist when required and during lunch intervals daily
• Reception area welcoming, clean and free of clutter

General 

• 2IC to Tammy Ferreira, for all areas which fall under Hospitalities PE department
• Assist Tammy Ferreira in her absence as per her Job Description.
• Build relationships with Coega/Steiner. Do walkabouts with Steiner to ensure all equipment are assembled correctly. 

REQUIREMENTS

• Grade 12 or matric
• MS Outlook
• MS Excel
• MS Word

KNOWLEDGE AND SKILLS

• Customer service
• Computer literacy
• Basic administrative skills
• Understanding of cleaning levels
• Physical requirements (e.g. walking)
• Safety storage and handling experience

PERSONAL COMPETENCIES

Key personality traits / abilities

• Team player
• Goal oriented
• Problem solver
• Attention to detail
• Good customer service
• Time management skills
• Methodical and organized
• Excellent interpersonal skills
• Excellent communication skills
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