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PURCHASING MANAGER DUTIES AND RESPONSIBILITIES:

Implement sound purchasing policies, systems and procedures in accordance with


Company standards.

Monitor vendors for quality, service and price through standard purchasing
specifications.

Obtain competitive quotations for hotel requirements and ensure that the best
product is sourced and purchased.

A minimum of three independent genuine quotations must be obtained.

Establish contracts to ensure reduced pricing for all operating areas of the hotel.

Receives market list from the Executive Chef on a daily basis and arranges for
delivery of those items daily.

Ensures that all order receiving dates are updated by the buyers according to the
suppliers promised delivery dates.

Ensures that all authorised or approved purchase orders are sent to their respective
suppliers/vendors for delivery purposes on a daily basis.

Ensures & verifies that quotations are regularly updated and suppliers new current
price lists are maintained.

Ensure the efficient operation of the Purchasing Department in all aspects.

Research and identify new products and services for the hotel in market.

Obtains written approval for established Minimum / Maximum stock levels by the
financial controller and general manager.

Checks, explains if needed and approves delivered items discrepancy report issued
by cost control regarding price and quantity order variances.

Approves all addition requests for new storeroom items, checking correct item
description, unit, packing, category and establishes Min/Max estimated stock levels.

Verify the 'pending orders' report on a daily basis, and all pending orders are checked
and verified regularly.

On a daily basis prepare list of to be cancelled orders and sent to accounts for
deletion, with appropriate reasons.

Issues regularly slow moving item lists.

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Identifies items for standing orders utilising vendor's logistics for regular deliveries to
the hotel based on approved highly consumed items.

Ensures validity of items available, force issue obsolete items and follows up on
action taken for disposal.

Verifies that all documentation and proper quotations are maintained and filed
according to Policy and Procedure requirements.

Approves all storeroom re-order requests, verifying quantities within the established
Min/Max stock levels.

Responsible for all administrative functions of the Materials Department, staffing,


training and execution of other related duties.

Responsible for all purchasing functions, quotations, quality and availability.

Responsible for physical control of all store items until issued, fully documented
under strict control procedures (key control, timing schedule, authorised issue
requests).

Responsible for maintaining logical storeroom inventory levels operationally needed.

Spot checks storeroom requests if properly maintained, verifies quantity requested


and issued, proper items received by signatories & ID availability.

Spot-checks entered system quotations, period validity, quotes locked by, etc.

Ensures that the suppliers follow the rules relating to hygiene of goods delivered.

Keeps all records in a way that they can be checked at any time for information or
audit purposes.

Liaison with the Assistant Purchasing Manager, Purchasing Coordinator, Receiving


Agent, Stores Supervisor and F&B Cost Controller

Maintains all documents, files and listings up-to-date and performs his duties in the
most efficient manner.

Willing to work a flexible schedule in order to accomplish all major responsibilities


and tasks.

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Job Description of Food and Beverage Manager

The Manager of Food & Beverage is responsible for entire food and beverage department ,
co-ordinating all phases of day to day activities group meeting/banquet functions held in the
Hotel; coordinate these activities on a daily basis; assist clients in program planning and
menu selection.

Solicit local group Food & Beverage business; maintain the services and reputation of Your
Hotel and act as a management representative to group clients.

DUTIES AND RESPONSIBILITIES:

1. Achievement of budgeted food sales, beverage sales, labour costs and profitability.

2. Completion of Customer Follow-up calls on a timely basis.

3. Timely analysis of Food & Beverage Prices in relation to competition.

4. Participation and input towards F&B Marketing activities.

5. Preparation of Sales Promotions & Mailings.

6. Competitive analysis every six months by calling competition and gathering data
such as banquet kits, room rental rates, etc.

7. Telemarketing to previous clients to inquire about possible future bookings.

8. Development and maintenance of all department control procedures.

9. Handle all Food & Beverage inquiries and ensure timely follow up on the same
business day.

10. To co-ordinate with all large group meeting/banquet planners their specific group
requirements with the services & facilities offered. This includes proposals, contracts,
estimated and actual function statements. With banquet or conferences, the Chef is
to be included in food related discussions.

11. To confirm all details relative to group functions with meeting/banquet planners.

12. Supervision of daily paper flow including Proposals, and Function Contracts.

13. Maintenance of Hotel credit policies.

14. Directly responsible for large function billings and overseeing medium/small function
billings with particular regard to accuracy and timeliness

15. Gather for large events, oversee for medium/small events, guaranteed attendance
numbers. They are required 3 business days in advance of functions.

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16. Completion of monthly forecast.

17. Attendance and participation at weekly F & B meeting and Department Head
meeting.

18. To assist in menu planning and pricing.

19. Development and maintenance of department manual.

20. Be available to Hotel Staff at all times in case of emergency.

21. All other duties as directed by the Directors or Assistant General Manager.

22. Participation in Manager on Duty shifts as required.

23. Assure bar inventory for functions, including opening and closing inventories,
accurate summaries and cash deposits are prepared.

24. Assure completion of requisitions where deemed necessary.

25. Assure the completion of weekly schedule and shift duties while :a. Maintaining a
labour cost below the maximum of 15%. b. Assuring adequate and consistent

26. Completion of monthly inventory.

27. Assure timely completion of function bills.

28. Purchasing of purchase requirements of small wares, linens requirements etc.

29. Directly responsible for larger groupsoverseeing medium and smaller groups:

30. Consistent check of Banquet Food and Beverage quality, Banquet services and pallet
presentation.

31. Ensuring that services meet customer specifications.

32. Quality of meeting room set-up.

33. Liaise on an on-going basis with the Sales Department to ensure all client needs and
requirements will be met.

34. Work with the Chef, Assistant Manager of Food & Beverage and Food & Beverage
Supervisor to ensure all arrangements and details are dealt with.

35. Establish a rapport with groups to ensure guest satisfaction and repeat business.

36. Minimize number of customer complaints.

37. Ensure a professional attitude and proper business attire when on property, ready to
meet or service a client at any time.

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38. Staff professional attitude and proper meeting Company appearance and uniform
standards.

39. Teamwork-Relations with co-workers and management.

40. Quality of Food & Beverage services and department phone handling.

41. Meeting with convenors and confirming proper set-up of Function Room at time of
Function while on duty.

42. Responsible for staff training and development.

43. High employee retention.

44. Discipline of personnel when required.

45. Responsible for overseeing all scheduling within the department.

46. Participation towards overall Hotel Maintenance and cleanliness.

47. Achieving service that exceeds expectations.

48. Overall maintenance of the operation at a level in keeping with the standards
prescribed.

49. Report any deficiencies in equipment and facilities.

Job Description for Executive Housekeeper

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Supervises all housekeeping employees, has the authority to hire or discharge, plans and
assigns work assignments, give training for newly recruited employees, audit and inspects
housekeeping personal work assignment and requisition supplies. Take care of the budget
and budget controlling for the department.

EHK Duties and Responsibility:

Supervises all housekeeping employees, hires new employees as needed, discharges


employees when necessary and take disciplinary actions when policies are not followed.
Evaluates employees in order to upgrade them when openings arise.

Plans the work for the housekeeping department and distributes assignments accordingly.
Assigns regular duties and special duties for housekeeping staff. Schedules employees and
assigns extra days off according to occupancy forecast. Maintains a time log book of all
employees within the department.

Recruit and train new employees. Assigns new employees to work with experienced help.
Checks on the work of these employees occasionally and observes the report made by the
supervisors.

Approves all supply requisitions, such as those for spreads and bathroom rugs. Maintains a
lost-and-found department and is responsible for all lost-and-found items. Determines the
rightful owner and send correspondences.

Responsibility & Authority:

Responsible for cleanliness, orderliness and appearance of the entire Hotel.

Ensure that rooms are made as per company standard.

Prepare Annual Housekeeping Budget.

Maintain par stock of guest supplies, cleaning supplies, linen and uniform.

Organize inventories with Accounts and General Store for linen, uniform and fixed
assets.

Pay particular attention while organizing pest eradication activities.

Develop and implement Housekeeping systems and procedures

Prepare reports for management information.

Assist Purchase department in selecting suppliers for items related to Housekeeping.

Plan, control and supervise Horticultural activities.

Attending and resolving guest complaints.


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Verification of supplies consignments.

Organize on-the job training and evaluate its effectiveness.

Approval of the Functional Manual of the department.

Recommend recruitment of new personnel.

Other Routine Responsibilities:

Daily inspection of public areas.

Daily briefing of employees, Supervisors/ Executives.

Coordinating the preventive maintenance schedule of rooms and public area with
maintenance department.

Immediately attending to guest requests.

Job Description for Front Office Manager

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Directly supervises all front office personnel and ensures proper completion of all front office
duties. Directs and coordinates the activities of the front desk, reservations, guest services,
and telephone areas. Prepare monthly reports and budget for front office department.

FRONT OFFICE MANAGER DUTIES AND RESPONSIBILITIES:

1. Trains, cross trains, and retrains all front office personnel.

2. Participates in the selection of front office personnel.

3. Schedules the front office staff.

4. Supervises workload during shifts.

5. Evaluates the job performance if each front office employee.

6. Maintains working relationships and communicates with all departments.

7. Maintains master key control.

8. Verifies that accurate room status information is maintained and properly


communicated.

9. Resolves guest problems quickly, efficiently, and courteously.

10. Updates group information. Maintains, monitors, and prepares group requirements.
Relays information to appropriate personnel.

11. Reviews and completes credit limit report.

12. Works within the allocated budget for the front office.

13. Receives information from the previous shift manger and passes on pertinent details
to the oncoming manager.

14. Checks and verifies all invoices .

15. Enforces all cash-handling, check-cashing, and credit policies.

16. Conducts regularly scheduled meetings of front office personnel.

17. Wears the proper uniform at all times. Requires all front office employees to wear
proper uniforms at all times.

18. Upholds the hotel's commitment to hospitality.

19. Prepare performance reports related to front office.

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20. Maximize room revenue and occupancy by reviewing status daily. Analyse rate
variance, monitor credit report and maintain close observation of daily house count.
Monitor selling status of house daily. Ie flash report, allowance etc.

21. Monitor high balance guest and take appropriate action.

22. Ensure implementation of all hotel policies and house rules.

23. Operate all aspects of Front Office computer system, including software maintenance,
report generation and analysis, and simple configuration changes.

24. Prepare revenue and occupancy forecasting.

25. Ensure logging and delivery of all messages, packages, and mail in a timely and
professional manner.

26. Ensure that employees are, at all times, attentive, friendly, helpful and courteous to
all guests managers and other employees.

27. Monitor all V.I.P 's special guests and requests.

28. Maintain required pars of all front office and stationary supplies.

29. Review daily front office work and activity reports generated by Night Audit.

30. Review Front office log book and Guest feedback forms on a daily basis.

31. Maintain an organised and comprehensive filing system with documentation of


purchases, vouchering, schedules, forecasts, reports and tracking logs.

32. Perform other duties as requested by management.

33. Monitor courtesy call register and Thank you mailers

Job Description for IT manager

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As an IT Manager you will be responsible for the day-to-day support of all IT systems,
business systems, office systems, computer networks, and telephony systems throughout
the hotel.

Additionally responsible for Information Technology issues, products, and services at the
property. Provides user training and support of all property/site systems, network
enhancements, hardware and software support. Also maintains inventory of all hardware
products and software licenses, and reviews maintenance agreements.

IT / Systems Manager Duties and Responsibilities:

1. A warm personality, attentive and smartly presentable.

2. Committed to delivering high levels of customer service.

3. Responds courteously and efficiently to queries and problems from guests and
system users.

4. Ensures cleanliness of all data equipment and computer rooms.

5. He / She must be a self-starter, alert, energetic, responsible and flexible.

6. Responsible for smooth functioning and co-ordination of vendors for Guest Internet,
Property Management Systems - PMS, Point of Sale - POS, IPTV, Telephony systems
and other software vendors.

7. Ability to troubleshoot hardware and software problems.

8. Responsible for overseeing and handling network configuration, Servers,


Workstations, Networking equipment, PABX, email accounts, and also support for the
underlying server/desktop infrastructure.

9. Should be capable of doing Root Cause Analysis on a problem.

10. Must know the Network fundamentals, general network setup and device
configuration.

11. Good knowledge of server hardware, Disk storage technology, I/O devices.

12. Skilled in usage of system level profiling tools and network monitoring systems to aid
in application performance profiling (iostat, Nagios).

13. Knowledge of network infrastructure, including CAT5/6 cabling, wireless networks,


network switches, WAN/LAN, domain controller, Active Directory, firewall and VPN
applications.

14. Background in highly available systems and image capture/management systems.

15. Extensive knowledge on Active Directory, Management and Implementations.

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16. Prepare & Implement Preventive Maintenance Schedule for all IT hardware &
Software.

17. Manage leadership in the establishment of project scope, technical strategy , cost,
budget and staff support requirements with new IT initiatives.

18. Prepare Policy & Procedures for the IT Department and for the user department.

19. Managing Disaster Recovery Process and ensuring regular daily backup is taken.

20. Anti virus setup and day to day support.

21. Identifies and implements solutions to user challenges and concerns associated with
the use of personal computer equipment.

22. Ensure that policies and procedure relating to PCI compliance are updated.

23. Maintains a system error / progress log book and deals with reported problems.

24. Responsible to ensure that IT Audit points are implemented as per relevant Standard
operating Procedures.

25. Monitors and maintains proper inventory of hardware and software license.

26. Is aware of IT Security Policies and ensures implementation through regular staff
training.

27. Keep updated with latest hotel technology and security risks on a regular basis.

28. Able to perform other IT or Systems related task assigned by the management.

Job Description for Executive Chef

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Responsible for the consistent preparation of innovative and creative cuisine of the highest
quality, presentation and flavour for the dining rooms, banquets and other food facilities,
resulting in outstanding guest satisfaction.

Additionally responsible for the smooth running of the kitchen and manage areas of profit,
stock, wastage control, hygiene practices and training within the kitchen.

Executive Chef Duties and Responsibilities:

1. Trains, develops and motivates supervisors and culinary staff to meet and exceed
established food preparation standards on a consistent basis.

2. Teaches preparation according to well defined recipes and follows up and discusses
ways of constantly improving the cuisine at the property.

3. Display exceptional leadership by providing a positive work environment, counselling


employees as appropriate and demonstrating a dedicated and professional approach
to management.

4. Should be able to provide direction for all day-to-day operations in the kitchen.

5. Understand employee positions well enough to perform duties in employees' absence


or determine appropriate replacement to fill gaps.

6. Provides guidance and direction to subordinates, including setting performance


standards and monitoring performance.

7. Utilizes interpersonal and communication skills to lead, influence, and kitchen staff.

8. He should advocate sound financial/business decision making, demonstrates


honesty, integrity and also leads by example.

9. Provides and supports service behaviours that are above and beyond for customer
satisfaction and retention.

10. Improves service by communicating and assisting individuals to understand guest


needs, providing guidance, feedback, and individual coaching when needed.

11. Delegates as appropriate to develop supervisors and subordinates to accept


responsibility and meet clearly defined goals and objectives.

12. Reviews staffing levels to ensure that guest service, operational needs and financial
objectives are met.

13. Actively involves in menu development and maintaining updated and accurate
costing of all dishes prepared and sold in the Food and Beverage operation.

14. Determines how food should be presented, and create decorative food displays.

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15. Recognizes superior quality products, presentations and flavour.

16. Ensures compliance with food handling and sanitation standards.

17. Follows proper handling and right temperature of all food products.

18. Ensures all equipment in the kitchen is properly maintained and in working order in
accordance with local Health department and hotel standards.

19. Reviews GSTS and RSTS comment cards for guest satisfaction results and other data
to identify areas of improvement.

20. Coordinates with the purchase department for acquisition of needed goods and
services.

21. Ensure all products are prepared in a consistent manner and meet departmental
appearance/quality standards.

22. Ensure proper grooming and hygiene standards for all kitchen staffs.

23. Ensures all kitchen employees maintain required food handling and sanitation
certifications.

24. Ensure proper purchasing, receiving and food storage standards in the kitchen.

25. Interacts with guests to obtain feedback on food quality, presentation and service
levels.

26. Actively responds to and handles guest problems and complaints.

27. Maintain Quality levels of receiving, storage, production and presentation of food.

28. Ensure sufficient staffing levels are scheduled to accommodate business demands.

29. Follows and enforces all applicable safety procedures specified for kitchen and food
servers.

30. Discuss daily food cost reports with key kitchen and F&B team members.

31. Review weekly and monthly schedules to meet forecast and budget.

32. Attend the daily morning meetings and other administrative sessions.

33. Identifies the developmental needs of kitchen staffs and provide coaching,
mentoring, and also helping them to improve their knowledge or skills.

34. Trains kitchen associates on the fundamentals of good cooking and excellent plate
presentations. Also interview and hire new applicants for kitchen.

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35. Frequently review finished products for quality and presentation before the orders are
send to guest.

36. Able to perform additional duties as requested by the hotel management as and
when required.

37. Ensures disciplinary procedures and documentation are completed according to hotel
operational Standard and Management Policy.

Job Description for Security Officer

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As a Security Chief you are responsible to protect and safeguard all hotel guests, employees,
their belongings and all hotel assets. Also ensuring that all hotel properties are adequately
secured at all times.

Responsible for preparing daily incident reports, requisitions and other inter office memos
and ensure that all allegations of the crime and other incidents are investigated and properly
recorded.

Security Manager Duties and Responsibilities:

Direct and coordinate the activities of all security personnel.

Ensure that all security staff provides services that are above and beyond for
customer satisfaction and retention.

Ensure the safety and security of guest, staff, visitors and contractors at all times.

Responsible to manage all safety & security, Fire Life Safety and food hygiene risks
faced by the hotel.

Liaise with all department heads to ensure hotel employees are adhering to
established security procedures.

Record and notify all risks, deviations from hotels safety standards and any untoward
incidents.

Track departmental safety record and document medically treated and non-treated
injuries.

Assign duties and schedule staff for balancing needs of the hotel and productivity
standards.

Monitor staff activity and coach subordinate performance.

Watch for suspicious persons entering, exiting or loitering around the hotel public or
guest areas.

Follows up on all unusual activities in and around the property that would impair the
well being of guests and employees.

Ensure compliance with all security standards and preventative measures.

Monitor and follows proper key control guidelines in loss prevention and in the
property.

Conduct investigations and compile reports on a timely manner for any theft, loss,
accidents or any aspect that risk the safety of the hotel.

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Conduct regular mock fire evacuation drill as per the hotels emergencies standards.

Develop and advise key personnel of emergency procedures.

Conduct regular walk through rounds for observing the entire hotel.

Supervision of all Security Personnel and giving clear direction on all security related
aspects.

Be available 24 hours a day for genuine emergencies within the property.

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Job Description for Kitchen Stewarding Supervisor

Primarily Responsible for Operating and maintain cleaning equipment and tools. Also
responsible for washing dishes, china ware, flatware, cutlery, crockery, kitchen vessels,
sweeping and mopping floors, cleaning and detailing equipment's etc. Maintains the
kitchen, dish washing and back area in an inspection-ready condition in accordance with
local authority and hotel guidelines.

DUTIES AND RESPONSIBILITIES:

Ensure the kitchen is clean, well maintained and organised at all times.

Ensure floors are dry and clean at all times.

Operate pot-washing machinery and maintain a hygienic working environment in


accordance with hygiene regulations and company standards.

Collects and removes trash from all areas of the operation following established
procedures.

Dispose of waste as per the hotel and authority standards and Adhere to recycling
guidelines.

Ensure waste bin area is kept clean and tidy.

Carry out general cleaning as directed to include sweeping, mopping up, washing up,
emptying of rubbish bins and boxes ensuring placement in the correct containers

Cleans and sanitizes pots, pans, utensils, and other minor equipment routinely used
in the kitchen following established procedures.

Cleans and maintains floors and walls in kitchen and dish washing area by following
standard procedures.

Cleans and sanitizes dishes and related serviceware following established


procedures.

Cleans large equipment as assigned, following established procedures.

Check all chemical levels and inventory.

Clean, sanitise and close workstations.

Always Maintain a clean and safe work environment.

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Other duties as assigned.

Job Description for Chief Engineer

Responsible to manage all aspects of maintenance staff on a daily basis. Directs, coordinates
and performs routine, preventive and emergency interior / exterior maintenance and repairs
to obtain optimum efficiency and economy of hotel operations.

Directs the Engineering staff, accounting/budgeting, asset protection, inventory control and
human resources.

CHIEF ENGINEER DUTIES AND RESPONSIBILITIES:

Familiar and complies with the hotels mission and standards in performing
maintenance activities.

Maximise maintenance team potential with a balanced focus on operations, guests,


employee and owners satisfaction.

Represents the engineering department during the daily HOD morning meetings.

Prioritise, plan, schedule assign and supervise the engineering department staff.

Oversee the maintenance tasks, work orders and special projects ensuring timely and
accurate completion.

Respond to guest's maintenance needs promptly and ensure guests receive


professional, efficient prompt and courteous service to hotel standards.

Maintain the physical appearance and operational efficiency of the hotel including
physical. mechanical, electrical, plumbing etc.

Installation & maintenance of all equipment related to HVAC, DG Sets, Water


treatment, Fire Safety etc.

Ensure proper records are kept relating to all plant and equipment for the hotel
including repair and service records.

Prepare reports as required by the Housekeeping Manager and General Manager.

Ensure that stores have adequate stocks of materials, equipment and tools and are
kept in a clean and safe environment.

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Take responsibility for the cleanliness and safety aspects of all plant and mechanical
equipment rooms.

Attend all Facility Management/Property meetings as required, passing on necessary


information to the maintenance team in regular junior staff meetings.

Ensure the proper use and periodic maintenance of all equipment.

Perform daily and weekly property document inspections.

Ensure property, grounds, physical plant and work areas are maintained to standard
and that all safety equipment and conditions are to code.

Establish and maintain department equipment and supply inventory levels


appropriate to property requirements

Provide training to staff on supplies, inventory, maintenance and ordering


procedures.

Train engineering department staff on correct maintenance procedures and assists in


repairs as needed.

Maintain, monitor and test hotel's emergency and security systems, features like Fire
Alarm, CCTV, baggage scanners etc.

Discuss with GM / Owner / Department heads on maintenance status and inspection


reports.

Develop, implement and manage energy conservation programs for the property to
minimise expenses.

Coordinate with the equipment suppliers for AMC and any outstanding issues.

Ensure maintenance staff is wearing proper uniforms

Responsible for quality service, meeting/exceeding financial goals, short and long
term planning and day-to-day operations.

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