SECTION 2: PURPOSE STATEMENT (the existence of the post should be described in a short and precise manner)

Provide effective and efficient service to ensure that refreshments are prepared and served in time for meetings and conferences. This pertains to all related functions involved with monitoring of stock relevant to your role. Assist with check-in of guests for the Conference Centre bedrooms. The Incumbent will liaise very closely with the Execituve Chef and /or Highveld Head Chef and The Manager to ensure that everything is done correctly and timeously.

SECTION 3: PRINCIPAL ACCOUNTABILITIES (describe outcomes required for this job on an on-going basis)

1. Assist guests with check-in and check-out at the Conference Centre bedrooms

2. Setup of all meetings and/or conferences booked for the day under guidance of the Duty Manager. Setup and morning routine for offices in the Conference Centre. This includes preparing and serving of refreshments

3. Continually check, clean and refill coffee machines in applicable kitchens in the Conference Centre

4. Assist, when possible, with service of all food and beverage requests in Highveld Hall, the Summer Veranda and the Garden

5. Organise refill of beverage stock for the Conference Centre and inform the Duty manager well in advance (at least 2-3 days) when stock levels are low

6. Maintaining the Guest Information Book & Diary

7. Take care of crockery stock for the Conference Centre

8. Housekeeping duties relevant to the position


9. Take care of table linen for the Conference Centre under supervision of the Housekeeping Supervisor

10. Report faulty equipment to the Maintenance Department timeously

11. Comply with Covid-19: regulations, policies, and procedures in place

Detailed Description:

1. Assist with checking in of guests
Meeting guests on arrival and showing them to their rooms, pointing out facility controls and direct them towards the facilities (gym, lounge, Highveld annex living and dining rooms).
Confirm dinner and breakfast arrangements on arrival and communicate it to the Chef on duty.
Explain the tag system when entering and exiting the main Conference Centre building.
Inform guests that should they have a visitor, security must be informed in advance to allow entry.

2. Do setup of meetings and/or conferences booked for the day under guidance of the Duty Manager
Inspect each meeting room and the auditorium before each conference for cleanliness and maintenance issues – report maintenance and housekeeping concerns immediately to the relevant person(s).
Open the rooms for use, adjusting lights and temperature as needed for each room before guests arrive.
Prepare refreshments according to the program. Assist with serving of the refreshments.
Setup offices within the Conference Centre with a clean water jug and glass. Coffee and tea service to staff using the relevant offices.
Setup includes making sure that tables and chairs are in the right position.
Maintain all equipment and facilities in an organised, clean and safe environment.

3. Continually check, clean and refill coffee machines in the applicable kitchens in the Conference Centre
Thoroughly clean the machines at the end of each day.
Check that the water tanks are always full.
Check that the capsule tray is always full and inform the Duty Manager in advance when stock is running low.
Checks that cups, saucers, teaspoons, sugar, and milk is always close at hand and neatly displayed.

4. Assist, when possible, with service of all food and beverage requests in Highveld
Assist the Assistant Coordinator with serving of meals in Highveld Hall/Veranda/Garden as well as functions.

5. Refill beverage stock for the Conference Centre and inform the manager on duty in advance when stock levels are low
To replenish daily: all mineral waters, soft drinks, glasses, and service gear.

6. Maintaining the Guest Information Book & Diary
The Guest Information Book & Diary contains information on the guests; such as notes, guest preferences, allergies, meals, events, etc. It is a matter of always recording information as it happens.

7. Take care of crockery stock for the Conference Centre
Regular care and stock take of all crockery, cutlery, and glassware.
These must be maintained and replaced when necessary – inform the manager on duty of all breakages.
Maintaining inventory data on the quantity, location, and condition of stock monthly is of utmost importance.

8. Housekeeping duties relevant to the position
To ensure that your service areas are prepared to always facilitate maximum efficiency.
Ensuring public areas are welcoming and the morning papers displayed correctly.
Assist with clearing and tidying of Highveld Annex dining room after breakfast, lunch, and dinner.
Top-up public area flower arrangements with water (reminder to remove flower arrangement first, then water in the kitchen, wipe underneath and return to where it was placed).

9. Take care of table linen for the Conference Centre under supervision of the Housekeeping Supervisor
To ensure that all the table linen and tray mats for the Conference Centre are kept in good condition, clean and stored in correct areas to ensure quick availability. For any requirements/linen issues liaise with the Housekeeping Supervisor.
Remove old newspapers, empty cans/bottles and ensure that these are recycled correctly, and to ensure bins are kept clean.

10. Report faulty equipment to the Maintenance Manager timeously
To ensure the proper functioning of all windows, doors, curtains, blinds, or any other fixtures requiring service to keep it in top working order.
Have working knowledge of the DSTV and remote as well as air-conditioning remote in the guest rooms, lounge and gym should a guest need assistance.

11. Comply with Covid-19: regulations, policies, and procedures in place:
These are all live working documents and reviewed and updated on an ongoing basis to take into account new guidance from the World Health Organisation and National Institute for Communicable Diseases.

SECTION 4: CONTEXT/ENVIRONMENT (describe the environment and conditions in which the incumbent must be able to function)

External environment
• Health & Safety standards

Internal environment
• Needs to get along with management, colleagues and subordinates, and be a team player and able to communicate well
• Highveld as well as Conference Centre caters to management, guests, and staff


SECTION 5: KNOWLEDGE, SKILLS AND EXPERIENCE (a summary of the minimum knowledge, skills and experience necessary to perform the job satisfactorily)

General
• South African Citizen
• Proof of Covid-19 vaccination
• Fluent in English
• Staff accommodation is not provided – must live off-site. In the event of working during a very late or early function, a temporary room will be provided for the evening

Knowledge/Qualifications
• A Matric Certificate
• A relevant qualification in the Hotel/Hospitality/Service industry

Skills
• Well-developed communication skills
• Speak, read, and write English
• Ability to enhance effective teamwork with Housekeeping
• Sound planning and organisational skills pertaining to meetings and conference requirements
• Flexible and able to work constructively with colleagues in other disciplines within The team
• Strong background knowledge of the hospitality/service industry

Experience
• A minimum of at least 5 years’ service experience within the hospitality industry and /or corporate office environment and /or conferencing and banqueting environment

SECTION 6: KEY SUCCESS FACTORS (identify the criteria to which performance will be evaluated)

• Reliable
• Well-presented and demonstrate excellent hygiene standards at all times
• Advance planning in conjunction with daily programs
• Know how to prioritise
• Must be healthy and hardworking
• Must be flexible to adjust to the changing requirements of the operation in terms of business needs
• Treat all guests in a respectful and helpful manner
• Effective teamwork
• Must be willing to work after hours, weekends and public holidays (if requested)
• Positive attitude
• Must be of sober habits
• Be able to function well under pressure
• Honest and trustworthy

SECTION 7: FRAMEWORK AND BOUNDARIES (describe the freedom and the constraints within the functioning of the job)

Systems, policies, procedures and rules
• Keep strictly to systems, policies, procedures and rules specified by the company

Decision making
• Decisions are made within consultation with the Head Chef and Deputy Manager
• Initiative is important, but decisions should always be communicated to your superior


SECTION 8: JOB CHALLENGES/PROBLEM SOLVING (identify the most complex and challenging aspects of the job)

Problems the jobholder will have to face
• Must be willing to maintain a high level of service, by assisting where and when needed, keeping the job requirements in mind
• To work long hours, split shifts, come in after hours, early mornings, or over weekends if needed
• Must be able to bend, lean and stoop without hindrance
• Daily use of stairs
• Frequent standing with lots of walking
• Able to carry trays
• May work indoor or outdoor and within different temperatures

SECTION 9: WORKING RELATIONSHIPS (provide information about who the incumbent must communicate and interact with and the nature of the expected communication)

Internal working relationships
Senior staff and colleagues

External working relationships
Minimal interaction with suppliers, contractors and service providers