Assistant lodge administrator


Added on 24.07.2017
Category Logistics/Distribution, Hospitality/Tourism, Customer Service, Administrative, Accounting
Countries Tanzania
Cities Arusha
Level Middle Junior
Contract type Permanent
Main Responsibilities Luxury  safari company is looking for Assistant lodge administrator whose responsibilities include the following

Money

  • Assist with cash and cheque requests from Arusha for petty cash and bank accounts
  • NCAA card issuing, document maintenance, recording in QB, orders and counts
  • Ensure NCAA cards have sufficient funds at all times
  • Bank reconciliations and daily banking
  • Petty cash issuing, document maintenance, recording in QB and daily counts 

 

Stock control

  • Review of stock variances and reporting thereon
  • Spot checks on stores / bin cards / stock counts
  • Review orders and sign off, sends to Procurement
  • Have knowledge of products, suppliers, prices and current stock
  • Maintain the correct stock levels
  • Adhering to the budgeted expenditure allowance
  • Ensure that stock shortages and acted upon, immediately
  • Establish and maintain par stocks
  • Issuing of stock
  • Recording of all stock movements
  • Update price lists and communicate changes to relevant people                                             
  • Maintaining sufficient stock levels
  • Ensure all purchasing procedures are adhered to as per the BOPS                             
  • Ensure receiving procedures are adhered to as per the BOPS          
  • Ensure issuing procedures are adhered to as per the BOPS                                       
  • Full responsibility of stock takes

 Administration duties

  • Capturing of invoices - local suppliers and procurement (ensuring invoice matched to order and GRS'd)
  • Prepaid park fees and prepaid activities - notifying FOH of upcoming events.
  • Recording headcount stats on a daily basis
  • Updating of fuel records in QuickBooks                                           

General assistance

  • Procurement supplier reconciliation (correct VAT treatment)
  • Front of house review (Extra revenue collection)
  • Expense analysis and weekly feedback to management
  • JHB - correction of balance sheet recons
  • Maintenance of the QB database integrity
  • Training of admin staff
  • Ensure all invoices are accurately recorded in QuickBooks and filed away
  • Petty cash management when required
  • Ensure only authorized petty cash is paid out
  • Ensure petty cash pay-outs are recorded accurately as per the BOPS
  • Ensure stock sheets are updated at all times
  • Ensure bin cards are accurate at all times
  • Weekly recon of usage and variances
  • Ensure compliance with the Lodge Admin BOP in the areas of Front Office, Staff Admin, Petty cash, creditors and bank accounts as well as stock control, procurement and expense allocation
  • Maintain GRS files and do necessary adjustments to stock sheets
  • Check all usage figures
  • Check that any variances are explained by the store man                                          
  • Keep track of staff sick leave etc.
  • Assist with reconciliation of stock variances prepared immediately after month-end stock-take for approval by Lodge Manager

 Payroll                                          

  • Ensure pay roll summary sheet is accurate with all information (incl long service, terminations etc.,
  • Submission of accurate earnings and deductions to JHB in time
  • Distribution of payslips                                           

 

Qualifications
Requirements
  • Computer literate with strong Microsoft Excel abilities is a must
  • Advanced knowledge in Excel will be a credit
  • Quick Books or similar accounting package
  • Administration skills
  • Analysis and problem solving
  • Attention to detail
  • Good interpersonal skills
  • Sense of urgency and results orientated
  • Honesty
  • Diligence and self-motivation to meet deadlines and keep on top of your job
  • Willingness/ability to share information and teach and inspire others
  • Teamwork / collaboration
IT Skills
Experience
  • Minimum 3 year accounting diploma
  • At least 18 months of experience in Accounts background
  • One year Hotel or Game Lodge experience would be an advantage
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