Overview

The Administration Manager requires a perceptive and creative approach as they work both independently and alongside the other AMs, as well as the Financial Manager and the General Manager, in ensuring that the administrative needs of the hotel are met. 

The Administration Manager  is the single point of contact for all business done with outside suppliers and thus, oversees the purchasing of both the hotel and restaurant. Further, the Administration Manager  ensures that these invoices are categorized according to their department and that payments to these suppliers are made on time. 

The Administration Manager  will work with the accounting team to generate regular profit and loss reports based on the business incomes and expenses. The Administration Manager  will also work with the accounting team to process payroll, monitor spending and track budgets.

The Administration Manager  assists the GM and department heads in developing, reviewing, or improving existing policies, systems, and procedures for operations of the hotel.

This position should be focused on streamlining office operations to maximize quality and efficiency while reducing costs. The applicant should be analytical, knowledgeable, and organized with a proactive attitude and strong leadership skills.

Other responsibilities include hiring, training, and supporting the team and encouraging collaborative relationships with and among members. 

• Organize and adjust staffing levels and schedules in accordance with available resources and labour regulations

• Manage the necessary hiring and onboarding processes for team members in the various areas relevant to the position
  

Key Responsibilities 

Administration 

• Purchasing necessary materials, goods and services for the hotel 

• Ensuring that all invoices are categorized, according to their department and that payments are on time

• Supervising the day-to-day operations of the administrative department

• Organize and adjust staffing levels and schedules in accordance with available resources and labour regulations

• Manage the necessary hiring and onboarding processes for team members in the various areas relevant to the position

• Development and collaboration of all administrative systems, policies, and procedures alongside the GM

•  Ensuring the office is stocked with necessary supplies and that equipment is working and properly maintained

•  Working with the accounting and management teams to set budgets, monitor spending, and process payroll and other expenses

•  Building and expanding on skills by engaging in educational opportunities.

Reception 

• Manage receptionist's schedules and tasks

• Manage reservations to maximize efficiency, including group reservations

• Update the logbook and ensure that staff keep up to date on information

• Review receptionists’ reports

• Manage reception inventory/stock and ensure office supply materials are ordered correctly modify and implement reception protocols

• Internal communication management with front staff and managers

• Ensure the good condition of reception equipment & tools.

• Managing check-out reports 

• Handle lost and found procedure 
  

Qualifications and Skills:

• Prior hotel supervisory or management background required. 

• Hospitality Management Degree or Diploma is an asset. 

• Bi-lingual

• Excellent computer skills including knowledge of iOS, Word, Excel, and Property Management software.

• Flexible schedule to include all shifts as needed, including weekends and holidays.

• Exceptional leadership and time, task, and resource management skills.

• Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.

• Ability to plan for and keep track of multiple projects and deadlines.

• Familiarity with budget planning and enforcement, human resources, and customer service procedures.

• Willingness to continue building skills through educational opportunities.
  

Salary and Benefit:

• Competitive salary 

• Health Benefits

• Incorporation into the Mexican Social Insurance System (IMSS) 

• Paid vacations, holidays and sick leave as understood under Mexican Federal Labour Law: 12 days of paid vacation during the first year with 2 days per additional year worked

• Meals provided during the work shift 

• Transportation from and to Sayulita Town