Coordinator, Front Office
(18717)
Rare Finds is a diverse collection of resorts celebrating the individuality and unique identity of a destination, with a distinct ability to captivate the imagination, and bring to the forefront the essence of a place.
Authentic and captivating, Bab Al Shams Desert Resort is a truly magical destination, where expertly curated itineraries and bespoke entertainment are the beating heart of our legendary desert-based destination. Part of our unique Rare Finds collection, the essence of Bab Al Shams joins our guests together to discover the most soulful experiences and humbling journeys, set against Dubai’s endless dunes and rich culture.
About The Role
The Front Office Coordinator serves as the primary point of contact for guests and supports overall front office operations. This role ensures smooth communication, efficient administrative processes . The Coordinator works closely with Front Office leadership, Rooms Division, and other operational departments to maintain seamless daily operations
Key Duties and Responsibilities
• To ensure that Standard Operating Procedures are in place for all Front Office sections and that they are updated frequently and adhered to at all times
• To work together with all other hotel departments and to ensure that all Front Office employees fully cooperate with staff from other hotel departments at all times
• To respond all email inquiries.
• To ensure that pre-shift and post-shift briefings are conducted with all Front Office employees to make sure that all necessary information is communicated, all problems are followed up and that all employees are aware of current VIP guests, hotel promotions and room rates
• To ensure that guest profiles in the hotel’s property management system are updated correctly after check-in and that all profiles are maintained, cleaned and merged correctly and regularly requests are communicated to all Front Office employees and to other departments as applicable & necessary
• To assist in maintaining the Customer Feedback system
• To regularly check the service quality provided by the Front Office employees by means of customer comments, feedback during departmental & management meetings, etc. and to actively promote all ongoing incentive programs & guest feedback schemes and to communicate the results of such programs/schemes to the other HoDs and managers on a regular basis
• To frequently inspect hotel rooms and provide Housekeeping department with feedback on the status of the rooms
• To communicate all maintnance issues and address them accordingly.
• To review tomorrow’s reservations, transportation requests and room allocations and to correct any mistakes before they affect a guest’s stay and also to ensure that all special
• To carry out quality control functions in all areas of the department daily to ensure a consistent high quality of all services is maintained
• Monitors the Front Office employees to make sure all guests receive prompt and personal recognition.
• Ensures that the various reports required for the Day to Day Operation are completed accurately, and distributed to the Concerned Departments.
• To ensure standardization & consistency in administration matters, e.g. quotations, deposit policy, letters and group handling
• To interact and communicate with guests & colleagues in a courteous, friendly, open and honest manner at all times
• To be fully aware of all hotel policies, procedures and government rules & regulations and to maintain good relations with the police and other local authorities at all times
• To monitor all displays of information in all Front Office areas regularly and to ensure that they are up to date
• To ensure that all guests’ passport data is entered into and removed from the HEIS system correctly, on time and in accordance with the current hotel & HEIS standards
• To make sure that all Front Office sections, especially Guest Relations and Bell Desk, are always fully aware of all activities taking place in the hotel, the city and the region, so that guests consistently receive up-to-date and correct information
• Participates in Monthly Statistics and Reports.
• Ensures that Credit Extended to Guests is strictly Controlled and that the Mode of Payment is clearly understood within the limits of the Hotel Credit Policy.
• Review the expected arrivals for the day to identify possible no show in order to maximize room utilization consistantly.
• Reviews all the Night Reports Each Morning before Distribution to ensure it is accurate.
• Reviews the No Show's from the previous day to ensure that the Billing or the action taken is appropriate.
• To regularly liaise with the Housekeeping Department regarding daily arrivals/departures and room allocations and with the Finance Department regarding all daily Front Office finance matters
• To ensure that all Front Office employees on duty are fully familiar with the hotel and conversant with all hotel services and the opening & closing times of all outlets
Experience & Educational Requirements
• Degree or Diploma in hotel Management or equivalent
• Qualification in Front Office Operations
• 2 years in similar position in a five-star hotel.
• Middle East Experience is preferred
• OPERA/Fidelio Knowledge
• Computer skills
• Excellent communication skills
• Effective communication skills
• Excellent telephone skills
• Ability to attend emergencies in a level-headed manner
• The ability to multitask
• Professionalism
• Attention to Detail & Quality
• Problem Solving and Decision Making
• Interpersonal Skills
• Customer service oriented
Join a team that is warm,caring, connected and empowered to create truly unique experiences. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.
