Job Description

1. What does the job holder plan?

• Plan the Activity. The Receptionist / Cashier plans a variety of clerical tasks, including drafting of correspondence, preparing financial spreadsheets and creating presentations. The Receptionist / Cashier will also plan or perform a bookkeeping task
• Organize the facility The guest house manager ensures that the activities of the guest house are in line with the policies and procedures of the LNRCS, as well as relevant legislation and professional standards of LNRCS staff performance management. The Guest House Manager tasks include documenting income generation activities, managing data on guest, organizing and controlling implementation processes such as meetings, missions, research/assessments, monitoring, and evaluation. Organizing reports and other deliverables per schedule are also part of the organizational tasks of the guest house manager.

• Staff: Work as a team member and share view with the Guest House Manager and other staff and technical volunteers in providing regular management and operational reports. The guest house manager specific tasks include implementing human resource policies, procedures and practices, as well as ensuring that guest information and records are maintained and kept confidential. Other tasks include managing reservations and booking information.

• Lead the Guest House. The guest house manager provides direction, input, and feedback to staff, volunteers and securities, including ensuring that each person receives orientation and training. The manager must allocate resources in an efficient manner amongst competing claims and must make arrangement for systematic conversion of these resources into useful output. Primarily the serving of guest. The guest house manager tasks include communicating with guest and stakeholders (including business owners, field colleagues, volunteers, etc.) to gain the confidence of these interlocutors to support the objectives of the Guest House, collaborating with other managers and departments/units and coordinating the service delivery.

• Operation of the Guest House. The Receptionist / Cashier will take the responsibility for bookkeeping task such as maintain a spreadsheet for the guest house budget. He / she will also be responsible for submitting check requests and invoices to the finance department, as well as handling employee expense account requests.
• Strive towards the achievement of the guest house through effective management skills and lateral relationships and teamwork.
• Manage information about major competitors.
• Be cognizant of relevant laws and regulations
• Perform other work-related duties/tasks and responsibilities as may be assigned by the line Manager.

2. What are the outputs and deliverables?

• Ordering office supplies.
• Assigns guest to the proper rooms upon check – in.
• Answering screening and forwarding incoming phone calls.
• Booking appointments and for events and finalizing schedules.
• Answers customer queries via phone, online, or in person.
• Manages phone and online reservations and event bookings.
• Collecting payments and maintaining records of budgets, funds and expenses.
• Process customer payments and verifies customer information
• Maintains accurate records of bookings and payments.
• Escalates more critical issues and concern to supervisor or appropriate teams.

3. To whom does the job holder report?

• The post holder reports to the Guest House Manager as direct supervisor and the Admin / Finance Manager as technical supervisor.

4. Which team(s)/post(s) report to the job holder?

• N/A.

5. Criteria for success relative to this post.

• Timely implementation of agreed actions (operational activities and other assigned tasks).
• Timely submission of good-quality reports and other documents

6. 6. What are the primary linkages (relationships) for this post?

The primary linkages for this post are:

• Some l units (departments) at headquarters, in particular;), Human Resource, Finance, Procurement,) Asset & Resource Mobilization

7. Leadership behaviors.

• Be able to coach and build the capacity of the staff and volunteers.
• Communicates clearly and effectively
• Have very strong team building and motivational skills
• Possess strong negotiation, facilitation and influencing skills
• Be able to set up and lead effective teams

8. Specific skills for the post.

• Customer service orientation
• Self-supporting in computers (database, mapping)
• Be able to use a complex phone system with multiple lines and non-stop incoming calls
• Effective verbal and written communication skills.
• Attention to detail and accuracy
• Ability to multitask and prioritize
• Firm understanding of how travel planning work
• Familiar with hotel reservation software and skill in customer relationship building
• A proactive approach to finding creative and constructive solutions to difficult issues
• Ability to handle stress and stay calm under pressure
• Flexible regarding work schedules

9. Qualification and experience.

• High school diploma or equivalent. Bachelor’s degree in guest / customer relations or experience, preferably.
• Knowledge in computer and word processing software may give the candidate edge in the competition.
• A Minimum of 1 years’ experience in customer service role
• Customer – centric attitude
• Strong understanding of hotel management best practices and data entry software

10. Challenges

• Timely acquisition of resources
• Timely execution of actions (operational activities and related tasks)

HOW TO APPLY: The deadline for submissions of letter of Application, CV and all other relevant certificates and documents is before or on August 21, 2023 4:30 PM. All applications should be submitted to lnrcs.recruitment2016@liberian-redcross.org Please mention “RECEPTIONALIST” in the subject line.