Dusit Thani Kyoto

Duty Manager

May 13, 2024
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Job Description

PRIMARY RESPONSIBILITIES

• During their duty the Duty Manager is expected to lead as an example in terms of appearance, attitude, equity & professionalism. Their main role is to ensure the proper work of the operations in the following sections: Front Desk, Guest service, Concierge, and Operator .
• The Duty Manager will be available at the Hotel 24 hours a day.

Training and Human Resources
• The Duty Manager ensures all staff on duty is at all times immaculately groomed and wears correct and complete uniform.
• Ensures all staff are present at scheduled times in the appropriate sections and that there is always the minimum standard number on staff on duty in each section.
• The Duty Manager reports quickly any discipline problem to the Front Office Manager/ Assistant Front Office Manager and must be fair in any staff disciplinary action required during their absence.
• The Duty Manager will ensure the full motivation of the team & create a nice atmosphere of work. This is crucial to encourage a better quality of service and minimize the turnover.

Technical Responsibilities
Representative of the Senior Management: The Duty Manager is the only representative of the Senior Management 24 hours a day. They must be for this reason very versatile and to be ready to handle some very different situations.
• The Duty Manager will be the first to be called if a guest is looking for a member of the management team. In dealing with these situations, the Duty Manager must ensure that they use tact and diplomacy to rectify quickly the situation, reaching the guest satisfaction but as well respecting the procedures and organization of the Dusti.
• The Duty Manager will be in permanent contact with the Front Office Manager to report any guest comment, or problem and to ensure a good co-ordination and quick communication on both sides.
• To maintain per shift an accurate record in the Duty Manager’s logbook of items and incidents which may be of concern to the management and/or which may requires further attentions.

Lobby Co-ordination:
• The first assignment & main area of work of the Duty Manager is the Lobby, when the Duty Manager is not away to do a specific mission, he/she will spend all his/her time in the lobby to co-ordinate the overall lobby activity and will be dynamic in guest relationships.

Leader of the Communication: The Duty Manager is a leader in the Front Office communication and will be active in the following tasks:
• The Duty Manager will join daily the Front Office Manager briefing & weekly the Front Office Meeting to bring with dynamism and initiatives all the questions, case studies & new ideas to be considered and discussed.
• The Duty Manager will be very active giving full information & updates to all the Front Office staff. During the absence of Assistant Front Office Manager, the Assistant Manager will conduct by his/her own this briefing. They will encourage a good interactivity with all the Front Office staff, to listen and understand their questions and problems and to give appropriate answers and solutions in line with the Sofitel So Bangkok procedures and organization.
• To ensure that a pertinent/relevant Duty Manager logbook is maintained updated and to check the logbook from the different sections of the Front Office to ensure that clear, constant and updated communication lines are kept with all Front Office staff.
• Responsible for a detailed Duty Manager Handover by going through the activity of the day, the problems found, the follow up to do, the tasks not completed yet…

Supervision & Controls: The supervision of the Duty Manager covers a very large area and must be oriented on the following topics:
• To ensure the overall co-ordination of the Front Office Operations and to assist all sections of the Front Office department.
• Responsible to keep all Front Office Standards and Procedures on line with the Dusit Policies.
• To ensure the proper follow up of the room requests & co-ordination with housekeeping regarding the priorities in room cleaning.
• Responsible to ensure that all Financial and Audit Procedures are respected. The Duty Manager will then realize daily the appropriate controls: Bucket Checks, Cashier Closures, Registration cards and correspondence, Rebates, Paid Out… Each control will be signed. The Duty Manager will sign the official documents in the field “Duty Manager”. The Duty Manager will do personally at night time all the controls established in the audit procedures, and report any irregularity to Front Office Manager on the following day.
• To ensure that the close day is done correctly and that the number of “No Show”, “Rooms Occupied”, “Complimentary” and “House Use” are accurate. The Duty Manager will as well supervise the accuracy of the daily financial reports issued by Front Office.
• The Duty Manager will go through the correspondence of all the arrivals every night to ensure that the conditions and rates confirmed upon reservations are clearly updated and followed up on the Front Office side. To report to Front Office Manager any irregularity the day after.
• The Duty Manager will ensure that the immigration registration is done fully as per procedures established.
• To keep full records of incoming and outgoing items in the Duty Manager Safe & to ensure proper follow up.
• To motivate all the staff regarding the selling and up selling program, and to make sure that the rates given are matching with the instructions received. To do the proper controls as per procedures established
• Privacy: The Duty Manager will be attentive to respect the privacy/confidentiality of the information, or guest names available. He/she will ensure not to transmit any guest name, or guest history information.
• To ensure that all Front Office areas are clear, clean & tidy at any time.

Responsibility in terms of security:
• The Duty Manager will act personally with a member of Security for any Safe Opening in the hotel, following the security procedures and will record any of this action on the appropriate format.
• In the event of fire, the Duty Manager has to ensure the overall co-ordination as per emergency procedure established. In the absence of Director of Rooms, Front Office Manager and Assistant Front Office Manager, the Duty Manager will call right away the appropriate persons; will ensure that each staff takes control of his duties during Fire and that the guests are well informed of the security measures to be taken.
• To be in alert and to call Security right away when a guest has a suspect attitude or luggage, when there is a serious conflict or beginning of fight in the premises of the hotel. Any of these cases has to be reported in the Duty Manager’s logbook.

OTHERS

• Continuous learning through own IDP.
• Any other duties as may be assigned by the superior.

ACCOUNTABILITIES

• Represents Dusit’s brand and its values at all times. We will establish relationships and foremost and we will deliver an exceptional guest experience and promote Thai graciousness.

COMPANY’S CULTURE

• Communicate and fully embracing the Company’s culture (our Vision, our Mission and our Values), leads by example and cascade to all your subordinates. – “Proud to belong and to contribute”

CONFIDENTIALITY
• Ensure confidentiality and secure storage of all intellectual property and data bases, both hard copy and electronic. Adhere to Dust Internet and E-mail policy. Ensure Hotel, Customer and Staff information or transactions are kept confidential during or after employment with the company.

JOB REQUIREMENTS

• Minimum education of Bachelor degree in Hotel Management or relevant discipline.
• Minimum of 5 years in Front Office experience in a similar capacity preferably in a 5 star class environment.
• Knowledgeable in Front Office Operations.
• Have excellent English and Japanese communication skills both in written and spoken.
• Possess professional disposition with excellent interpersonal skills.