Administrative Duties

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Diana James
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1 1 Module # 4 - Component # 2 Administrative Duties Daily Duties MORNING MEETING Discuss Evaluations, Pick-ups, drop offs, Sitting for Meals etc. GENERAL REPORTS ON EXCEL Climate, Guest Register, Bed night Reconciliation and Wildlife Highlights. INVOICES Banking Info on Excel. HOTEL STATISTICS ROOMING LISTS WILDLIFE REGISTER AIRCRAFT AND TRUCK MOVEMENTS MEMO UPDATES Received and Sent ATTENDANCE REGISTER FLIGHT SCHEDULE (where appropriate) RADIO MESSAGES ACCOUNTS FOR STAFF AND GUESTS DAILY BAR RECORD SHEETS TO CHECK

2 2 Missing drinks and issues. CASH SALES Staff CURIO SHOP SALES Invoices LAUNDRY Checking of Laundry Slips and Laundry Schedule LAUNDRY ISSUES ROOM CHECKS For Guest Arrivals MENU PLANNING FOR KITCHEN WELCOME/DEPARTURE NOTES AND EVALUATION SHEETS BOOKING SHEET UPDATES.

3 3 Weekly Duties FRESH ORDERS Kitchen, Bar drinks etc. STAFF FLIGHTS & OTHER TRANSPORT (where appropriate) MAINTENANCE ORDERS To be done once a week. FUEL USAGE Excel Spreadsheet.

4 Monthly Lodge Statistics Lodge Details: Provide the full name of the lodge and Camp, all the relevant contact details and an appropriate contact person i.e. camp or lodge manager.

4 4 Monthly Lodge Statistics Lodge Details: Provide the full name of the lodge and Camp, all the relevant contact details and an appropriate contact person i.e. camp or lodge manager. Month: Current Month and Year Numbers of BEDROOMS / Tents / Units available in the camp (Excluding staff rooms). Number of BEDS available e.g. 8 Tented camp has 16 Beds. Employment: Number. of local staff. Make sure that the number of staff is correct this should be changed with new staff and staff resigning. Salaries and Wages: A list of each staff member and their salaries paid or due. Occupancy: The number of tent / units that were occupied. The number of tent / units that may have been occupied. (Please note that only the FULL PAYING guests are included AND NOT FOC s or Staff Bednights. Turnover: Potential Turnover (assuming 100 % occupancy). Actual Turnover (based on actual occupancy). (these figures do not include ancillary amounts such as bar bills). Bednights: The total number of Beds Sold, MUST balance with your BED NIGHTS available AND BOOKING SHEETS, less cancellations. Responsibility: Sign the form, fill in your Position: i.e. Camp Manager and the date. Retain a copy and send on onto The General Manager at your head office.

5 5 Attendance Register All leave taken, including annual, sick, compassionate, unpaid and study leave by each staff member must be recorded. Include the amounts of leave still due. All staff TO SIGN THE REGISTER EVERY MONTH. - 1 Copy of the previous month s register must be sent to the Human Resources department - 1 Copy must be sent to the accounts (salary) department - 1 Copy must be kept on file at the lodge Use the following shorthand notation when describing leave taken or due. The figures below are suggestions, each lodge must decide on their own policy and leave allocations. L = 26 days Annual Leave every 3 months = 78 days per annum. S/L = 14 days Sick Leave per annum. C/L = 7 days Compassionate Leave per annum. U/L = Unpaid leave (for Private matters and to pay for own transport). H = Head office. When required to be at head office or another camp. This is not deducted from annual leave, but the staff member will be recorded as absent on the register. A = Absent from work without permission (e.g. not reporting back from leave in time, not reporting for working day in camp). This will result in a verbal warning, and the day (s) taken will be deducted from annual leave M/L = 12 Weeks Maternity Leave. When a staff member does not report for work, and has not been granted leave, they must explain their absence with a note or telephone call. If a staff member does not report for work for 3 consecutive days without a valid excuse, their contract may be terminated. If a staff members child is ill, they take unpaid leave or days taken can be deducted from their annual leave. This does NOT fall under Compassionate Leave. It is a good idea to keep record of sick and compassionate leave monthly in the back of your register to keep track of days still owed and not to go over.

6 Mailbags Many lodges are situated in remote areas, and therefore require a weekly (at least) mail run. This is to collect incoming and drop off out-going post for the lodge and its staff.

6 6 Mailbags Many lodges are situated in remote areas, and therefore require a weekly (at least) mail run. This is to collect incoming and drop off out-going post for the lodge and its staff. Make sure that all staff are made aware of the mail-run timetable and schedule, and should they wish to send mail, that it is placed in the correct container in due time. The cost of sending personal mail is generally to the cost of sender. Should the lodge send out bulk mail, they may consider a free quote. The sending of guest mail and postcards at the lodge expense can be considered an excellent personal touch. In addition, if the lodge provides complimentary postcards with your lodge branding, the expense may be equated with marketing the lodge. Do not send a mailbag into town on week-ends. With the ubiquitous of e- mail traditional mail is frequently overlooked. However, many staff may either not be computer literate or have access to such facilities or the same may be true of their home and thus mail should still be considered important.

7 Wildlife Management Areas and National Parks For those lodges that are in the National

register that they might ask you to fill in.

Their visits also act as inspections, to see that your lodge is adhering to any specific rules.

7 7 Wildlife Management Areas and National Parks For those lodges that are in the National Parks, the Wildlife Department may visit you once a month to check figures from the Wildlife register that they might ask you to fill in. Make sure to offer them a drink or some food and help them wherever you can. Their visits also act as inspections, to see that your lodge is adhering to any specific rules. In Wildlife management areas, inspectors may occasionally come through to see how you are operating and that you aren t abusing the area that you are in and traversing.

Species to record include the iconic and rare species, together with the date seen and general location.

8 8 Wildlife Register This is a register that is principally completed by the lodge field guides. This does not replace the Sightings Book or Sighting Map that is completed by guests as well as field guides. Species to record include the iconic and rare species, together with the date seen and general location. Species to record include: Lion Leopard Cheetah Wild dog Spotted Hyaena Elephant White rhino Black rhino Buffalo Sable antelope Roan antelope Lichtenstein s hartebeest Other rare or especially endemic species

9 9 Guest Register Only for full paying guests. Only for arriving guests (in other words, only recorded once, on the day they arrive in camp.) Record the following details: Actual date of arrival Number of guests in party How many nights they re staying Mode of arrival (aircraft or driven) Breakdown of Nationality

10 Month End Duties CURIO STOCK TAKES - To be done at each month end and reports sent Head Office. FOOD AND HOUSEKEEPING STOCK TAKE - To be done in EXCEL and reports sent to Head Office.

10 10 Month End Duties CURIO STOCK TAKES - To be done at each month end and reports sent Head Office. FOOD AND HOUSEKEEPING STOCK TAKE - To be done in EXCEL and reports sent to Head Office. BAR STOCK TAKE To be done in EXCEL and reports sent to Head Office. INTER CAMP TRANSFERS in Excel - Of food, beverage, consumables, equipment, bedding etc. FUEL STOCK TAKES Usage to be sent to Head Office. MEDICAL STOCK TAKES AND ORDERS INVOICING FOR TRANSFERS SALARY REQUESTS To be sent to Head Office on 15 th of the month. LODGE STATISTICS BAR ACCOUNTS BAR COSTS During Game Drives, House wine at dinner, Complimentary Drinks and Entertainment. BANKING STAFF ACCOUNTS Statements sent to Staff and Head Office MINUTES OF MEETINGS Copies to be sent to your Lodge Manager. ORDERS Stationery, Medical and Maintenance. MANAGING DIRECTORS REPORT A general report of happenings in your camp as well as game sightings for the month.

Xpress-pay Administration Guide

Xpress-pay Administration Guide The Xpress-pay Team endeavors to educate and inform our clients how to use all available tools to ensure that vital information is readily available and your experience