Our client is seeking an Admin Controller to support the General Manager by managing hotel administration and basic bookkeeping. The role ensures accurate records, compliance with policies and smooth coordination with the outsourced Financial Accountant.

Key Responsibilities:

The responsibilities of the role include but are not limited to the following:

HR Related:

• Maintain employee files, lists and relevant information.
• Process, track and file staff leave applications.
• Maintain and update staff rosters and attendance records, ensuring accuracy for payroll input.
• Handle staff payroll queries in conjunction with the GM and escalate to the Financial Accountant as required.
• Support the GM with staff training initiatives and related admin.
• Manage the company’s staff clock-in system.
• Assist the new employee on-boarding and employee out-boarding process / requirements.

Bookkeeping Related:

• Manage and reconcile petty cash, till floats, and change requests.
  Update, capture, and distribute the Daily Revenue Report to management and relevant teams.
• Pull daily bank balances and update senior management via email.
• Conduct and reconcile daily cash-ups, cross-check POS Z-reports, and review Night Audit Pack for accuracy, reporting discrepancies immediately.
• Collate, verify, and file all invoices, receipts, and supporting documentation.
• Scan and email weekly supplier invoices and summary sheets to the Financial Accountant for processing.
• Audit distribution folios on Apex, ensuring they balance daily.
• Provide the reservations team with daily breakdowns of deposits, received payments, refunds, and credit/cancellation information for financial journals.
• Track and administer porterage payments, spa commission, bonuses, and tips distribution where applicable.

General:

• Provide support to the Stock Controller when required.
• Manage and maintain all the company’s licenses (e.g. vehicles, software, SAMRO, TV etc.)
• Remind Department Heads of when relevant departmental equipment is due for service (e.g. sewage plant, fire equipment, chimney sweeps etc).
• Assist with the planning and execution of internal company events (e.g. annual staff party)
• Be the gatekeeper for important company documents such as bank confirmation letter, company registrations docs and BEE certificate, service certificates and COCs etc.
• Provide administrative support to the CEO and General Manager when required.
• Manage the company’s PO Box / postal mail.
• Assist with dealing with service or equipment suppliers (e.g. wifi provider) when required.
• Do supply runs when required.
• Store, file, maintain and safeguard all of the company’s onsite paperwork and documentation.