Front Office Supervisor

Job description

Process all guest check-ins, verifying guest identity, form of payment, assigning room, and activating/issuing room key. Set up accurate accounts for each guest according to their requirements. Enter Marriott Bonvoy information. Ensure rates match market codes, document exceptions. Secure payment prior to issuing room key, verify/adjust billing. Compile and review daily reports/logs/contingency lists. Complete cashier and closing reports. Supply guests with directions and property information. Accommodate guest requests, contacting appropriate staff if necessary. Follow up to ensure requests have been met. Process all payment types, vouchers, paid-outs, and charges. Balance and drop receipts. Count and secure bank at beginning and end of shift. Obtain manual authorizations and follow all Accounting procedures. Notify Loss Prevention/Security of any guest reports of theft.

 

Assist management in training, evaluating, counseling, motivating and coaching employees; serve as a role model and first point of contact of the Guarantee of Fair Treatment/Open Door Policy process. Develop/maintain positive working relationships; support team to reach common goals; listen and respond appropriately to employee concerns. Follow company policies and procedures; report accidents, injuries, and unsafe work conditions to manager; complete safety training and certifications; ensure personal appearance is clean and professional; maintain confidentiality of proprietary information; protect company assets. Welcome and acknowledge guests; anticipate and address guests’ service needs; assist individuals with disabilities; thank guests with genuine appreciation. Ensure adherence to quality standards. Perform other reasonable job duties as requested by Managers.              

CRITICAL TASKS

 

Guest Relations

·  Acknowledge every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
·  Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response) to resolve issues, delight, and build trust.
·  Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
·  Address guests' service needs in a professional, positive, and timely manner.
·  Assist other employees to ensure proper coverage and prompt guest service.
·  Engage guests in conversation regarding their stay, property services, and area attractions/offerings.

Check-in/Check-out

·  Process all guest check-ins by confirming reservations in computer system (e.g., Fidelio, PMS, FOSSE, OPERA, Mobile Check In), verifying guest identity, requesting form of payment, assigning room, and issuing room key in accordance with property policies and procedures.
·  Secure valid form of payment (e.g., credit card, cash) prior to issuing room key.
·  Advise guest of any messages (e.g., voicemail, mail, faxes) received for them, and send to room if required.
·  Activate room keys using electronic key machine (e.g., Saflok) and reissue new room keys to guests as necessary (e.g., lost key) by verifying guest identity and using electronic key machine.
·  Verify and adjust billing for guests.
·  Accommodate requests for room changes when possible.
·  Assign room according to guest request and preferences whenever possible.
·  File guest paperwork or documentation.
·  Set up accurate accounts for each guest upon check-in according to their requirements (i.e., sharewiths, separate room/tax/incidentals, comp).
·  Ask for and enter Marriott Bonvoy information (e.g., number, name, address) when taking reservation or checking guest in.
·  Ensure rates match market codes and that any exceptions are documented and include an explanation.
·  Sell a room/accommodation to guests without reservations based on availability.

Guest Services

·  Contact appropriate individual or department (e.g., Bellperson, Front Desk, Housekeeping, Engineering, Security/Loss Prevention) as necessary to resolve guest call, request, or problem.
·  Follow up with guests to ensure their requests or problems have been met to their satisfaction.
·  Receive, record, and relay messages accurately, completely, and legibly.
·  Ensure that any outstanding requests or problems from the previous day receive priority and are resolved.
·  Answer, record, and process all guest calls, requests, questions, or concerns.
·   

Greet/Escort Guests

·  Supply guests/residents with directions and information regarding property amenities, services, and hours of operation, and local areas of interest and activities.

At Your Service/Delighted to Serve

·  Follow up with guest regarding satisfaction with guest-related issues.

VIP/Concierge Services

·  Respond to special requests from guests/residents with unique needs.

Cash Handling

·  Process all payment types such as room charges, cash, checks, debit, or credit.
·  Process adjustment vouchers, paid-outs, correction vouchers, and miscellaneous charges.
·  Balance and drop receipts according to Accounting specifications.
·  Count bank at end of shift and secure bank.
·  Obtain manual authorizations and follow all Accounting procedures when computer system is down.
·  Count bank at the beginning of shift to ensure that amounts are correct and that there is adequate change.
·   

Reports/Recordkeeping

·  Review shift logs/daily memo books and document pertinent information in logbooks.
·  Print contingency lists to have a record of all guests in case of emergency.
·  Run daily reports (number of arrivals, departures), identify any special requests, and check reports for accuracy.
·  Complete designated cashier and closing reports in the computer system.

 

Communication

·  Speak to guests and co-workers using clear, appropriate and professional language.
·  Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
·  Talk with and listen to other employees to effectively exchange information.
·  Provide assistance to coworkers, ensuring they understand their tasks.
·  Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
·  Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
·  Exchange information with other employees using electronic devices (e.g., Mobile Phone, Pagers and Two-way radios,).

Assists Management

·  Serve as a departmental role model or mentor by working alongside employees to perform technical or functional job duties.
·  Encourage and motivate employees to perform their best, take responsibility for tasks and assignments, make decisions and provide input on possible improvements.
·  Ensure that hourly employees are trained on company core values, job roles, responsibilities, and technical and service aspects of the job.
·  Assign and ensure work tasks are completed on time and that they meet appropriate quality standards.
·  Listen to hourly employees' suggestions for improving how work is done and how guests are served, gaining management support as needed to act upon suggestions.
·  Coach and develop employees (e.g., create expectations for continual improvement, provide challenging tasks and assignments, hold development discussions, and construct and execute development plans).
·  Assist management to ensure that hourly employees have the necessary resources to effectively perform their jobs (e.g., supplies, equipment, and inventory).
·  Coordinate tasks and work with other departments to ensure that the department runs efficiently.
·  Collaborate with management to develop and carry-out ideas and procedures and set goals to continuously improve department performance around guest and employee satisfaction scores.
·  Assist management in establishing and communicating goals, performance expectations, timetables and deadlines for shift or departmental operations to hourly employees and ensure that they are understood.
·  Serve as hourly employees' first point of contact as part of the Guarantee of Fair Treatment/Open Door Policy process.
·  Collaborate with management to formally recognize hourly employees' performance contributions.

Maintenance/Security

·  Notify Loss Prevention/Security of any guest reports of theft.
·   

Working with Others

·  Support all co-workers and treat them with dignity and respect.
·  Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
·  Develop and maintain positive and productive working relationships with other employees and departments.
·  Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
·  Partner with and assist others to promote an environment of teamwork and achieve common goals.

 

Policies and Procedures

·  Protect the privacy and security of guests and coworkers.
·  Maintain confidentiality of proprietary materials and information.
·  Follow company and department policies and procedures.
·  Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
·  Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
·  Perform other reasonable job duties as requested by Managers.

Quality Assurance/Quality Improvement

·  Comply with quality assurance expectations and standards.
·  Monitor the performance of others to ensure adherence to quality expectations and standards.
·   

Safety and Security

·  Follow property specific procedures for handling emergency situations (e.g., evacuations, medical emergencies, natural disasters).
·  Report work related accidents, or other injuries immediately upon occurrence to manager/.
·  Maintain awareness of undesirable persons on property premises.
·  Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.
·  Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.
·  Complete appropriate safety training and certifications to perform work tasks.

 

 

CRITICAL COMPETENCIES

 

Analytical Skills

·  Problem Solving
·  Decision-Making
·  Computer Skills
·  Learning
·  Arithmetic Computation

Interpersonal Skills

·  Customer Service Orientation
·  Diversity Relations
·  Team Work
·  Interpersonal Skills
·  Influence
·  Negotiating

Communications

·  Listening
·  Communication
·  Writing
·  Telephone Etiquette Skills
·  English Language Proficiency
·  Applied Reading
·  Form, Report, and Log Completion

 

Personal Attributes

·  Integrity
·  Dependability
·  Positive Demeanor
·  Presentation
·  Stress Tolerance
·  Adaptability/Flexibility
·  Initiative
·  Safety Orientation
·  Self Development
·  Innovation

Organization

·  Multi-Tasking
·  Time Management
·  Detail Orientation
·  Planning and Organizing

Assists Management

·  Resolving Conflict
·  Team Building
·  Coaching and Developing
·  Performance Management
·  Delegating and Directing

PREFERRED QUALIFICATIONS

 

Education

BA Degree in Hotel Operation/Front Office supervision or related filed

 

Related Work Experience

At least 1 year of related work experience

 

Supervisory Experience

At least 1 year of supervisory experience

 

 

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

The world is a big place and Marriott Executive Apartments offers temporary housing that feels like home in the biggest and best cities for business travel across Europe, Asia, Latin America, Africa and the Middle East. Join the Marriott Executive Apartments team and help our guests adapt to a new locale and feel comfortable and cared for while living away from home. In joining Marriott Executive Apartments, you join a portfolio of brands with Marriott International. Be where you can do your best work,​ begin  your purpose,  belong  to an amazing global​ team, and  become  the best version of you.