Receptionist

Vila Joya is seeking to recruit a receptionist to work at reception and to assist with handling all incoming reservations in a courteous and professional manner in accordance with the guests needs. Must be fluent – spoken and written – at least in 2 languages: Portuguese, German or English, to understand and speak Spanish would be a plus.

Key Responsibilities:
• Inputs all reservations immediately and accurately into Host ensuring that all codes, rates are correctly used.
• Ensures that all correspondence are filed correctly and neatly and all files kept up to date and in order.
• Ensures that all telephone inquiries are handled promptly and efficiently and in a courteous manner.
• Ensures that all e-mails, phone calls and fax inquiries are dealt with efficiently and replies are sent as fast as possible an within few hours of the initial inquiry.
• Prepares daily arrivals ensuring that all rooms are correctly allocated, billing procedures are adhered to and any special requests are noted.
• Ensures that all deposits are chased and posted correctly to relevant reservations.
• Ensure that all dinner, spa, golf etc. reservations are made and entered into our internal reservation system.
• Efficiently manages the Accounts Receivable of the hotel, ensuring that payments are received in a timely manner
• Accurately prepares weekly 3 week forecast, weekly outlook and daily pace report on a timely basis.
• Monitors the daily heavily booked periods, allotments and liaise on close out to CRM
• Restaurant reservations
• Be prepared for weekly mystery guest shop training calls
• Be fully multi-skilled in all areas of the departmental functions.
• Performs any other duties as requested by Management.

Our ideal candidate must possess:
• A complete understanding and working knowledge of the Front Office software systems.
• Awareness of the services and facilities available in the hotel and ability to capitalize on all opportunities to increase sales.
• Ability to be conversant and confident with the hotel's rates, package plans, deposit and cancellation policy.
• Complete workable knowledge of the Reservations Department.
• Strong relationship management skills, excellent organizational skills as well as good computer skills in Microsoft Office programs.
• Good coordinating skills along with the ability to work with many competing deadlines.
• Strong ability to work well with others and overtime if needed.