Title: Duties, Responsibilities
and Operating producers
Purpose: Night Receptionist and
processing guest accounts
Responsible
for: Conducting
audit, generating reports for Management and at night reception of hotel
Location: Front Office (Front
Desk)
Tasks Priority:
Ø Handling
guest’s complains at night
Ø To
Update the client/guest folio
Ø Perform
guest account closing for the day
Ø Prepare,
distribute and record for all reports
Ø Ensuring
daily, monthly reports are balance each
Ø Reporting
all receivable to management and concerns Departments
Ø Guest
accounts maintain and balanced
Ø Evaluate
daily income with monthly consumptions
Ø Safe
& Security for hotel at night
Procedures:
1. Received
proper handover from Afternoon Shift.
2. Check
Floating money of both Front Office and F&B outlet cashier before they get
out duty.
3. Check
ID cards, Walk in Rooms deposit, if necessary.
4. Make
sure all rooms have been checked in for present day. If arrival rooms left,
asked afternoon shift for arrival approximate time.
5. Check
up the billing instructions of all bill regarding discounts, special rates,
creditors, travel agency voucher and make sure all the billing instructions are
followed correctly.
6. Calculate
in-house for daily room revenue and breakfast charges for in-house guest. And
check PMS system; ensurerooms rates and FOC policy of in-house rooms with last
occupancy excel.
7. Run
system to summarize or to get total revenue for the whole day. Then back up
system to have daily back up revenue and compact data to repair system for new
day data.
8. Print
out daily summary, Manager Report and City Leger Balance Forms. Then record
monthly summary to respective folder and note Reservation focus for two day
prior.
9. Printing
check out bills for tomorrow check out rooms. Both rooms bills, credit bills
and other guest direct payments like miscellaneous, Spa, etc.
10. Calculate
and type Daily Revenue Summary (D.R.S) by comparing with Manager Report.
Accurate daily consumption of the hotel and to get statically daily revenue.
Then print it out and saved in respective folder according to the date.
11. Type
all cash and CTTA bills in appropriate summary and correct cash amount with
envelopes from both FO and F&B.
12. Check
captain order with daily consumption forms from Pasty and Main Kitchen and also
original outlet bills from Restaurant.
13. Handle
walk in (FIT) and late check in, and then amend all printed reports.
14. Don’t
be stay away from telephones to receive internal or external phone calls at
night as central communication of the hotel.
15. Handle
early check in/out and morning calls.
16. Provide
Daily Keys Checked List for in-house rooms and remaining keys in slots.
17. Write
handover and special information to log book.
18. Write
welcome board for today arrival rooms, meals booking agent and VIP welcoming.
19. Making
other department’s keys control.
20. For(s)
checking and posting new reservations according to last occupancy.
21. Make
proper handover to Morning Shift.
Prepared By
William Min Thu
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