GUEST RELATION EXECUTIVE

Job Description

As a Guest Relations Executive, you will be responsible for delivering excellent guest service and ensuring the smooth operation of the Front Office. You will be the first point of contact for guests, handling arrivals, departures, reservations, guest enquiries, and administrative duties while maintaining the hotel's service standards. You will work closely with the Housekeeping and Engineering departments to ensure a seamless guest experience.

Key Responsibilities

1)     Guest Services

• Welcome guests warmly and provide professional, friendly, and efficient service at all times.

• Perform guest check-in and check-out accurately and efficiently in accordance with hotel policies.

• Ensure all guests are properly registered and verified in compliance with local regulatory requirements.

• Handle guest enquiries, requests, feedback, and complaints promptly, escalating issues when necessary.

• Provide information on hotel services, nearby attractions, transportation, and local amenities.

• Build positive guest relationships to enhance guest satisfaction and encourage repeat business.

• Maintain a clean, organized, and welcoming Front Desk and lobby area.

2)     Front Office Operations

• Operate the Property Management System (PMS)efficiently for guest registration, reservations, room assignments, and billing.

• Process daily arrivals, departures, room changes, extensions, and early departures.

• Ensure room assignments are allocated according to guest preferences and operational requirements.

• Maintain accurate guest records and ensure confidentiality of guest information.

3)     Cashiering & Financial Responsibilities

• Perform cashiering duties including receiving payments by cash, credit card, debit card, and other approved payment methods.

• Process deposits, refunds, and guest billing accurately.

• Balance individual cash float and shift transactions at the end of each shift.

• Ensure all charges are correctly posted to guest accounts.

• Follow established financial control procedures to minimize discrepancies and fraud.

4)     Sales & Revenue Generation

• Promote hotel room categories and upsell guests to higher room types whenever possible.

• Recommend available promotions, room packages, and late check-out options to maximize room revenue.

• Assist with walk-in enquiries and convert enquiries into confirmed reservations.

• Support the achievement of departmental upselling and revenue targets.

5)     Housekeeping & Room Coordination

• Liaise closely with the Housekeeping department to ensure rooms are cleaned, inspected, and available on time.

• Monitor room status updates and coordinate room readiness for arriving guests.

• Prioritize urgent room cleaning requests where operationally required.

• Follow up on guest requests.

6)     Engineering & Maintenance Coordination

• Conduct basic inspections of guestrooms and public areas when required.

• Report defects, maintenance issues, or safety hazards promptly to the Engineering department.

• Follow up on reported maintenance requests to ensure timely rectification.

• Coordinate with Engineering to minimize guest inconvenience during repair works.

7)     Communication & Administration

• Respond to guest emails professionally and promptly.

• Answer incoming telephone calls and direct enquiries to the relevant departments.

• Maintain effective communication with Housekeeping, Engineering and Management to ensure smooth daily operations.

• Prepare shift handover notes and communicate important guest information to the next shift.

• Maintain accurate records, reports, and documentation required by the Front Office.

• Ensure lost and found procedures are followed in accordance with hotel policy.

8)     Safety & Compliance

• Maintain guest privacy and confidentiality in accordance with hotel policies.

• Be familiar with emergency procedures, fire safety, and evacuation protocols.

• Report any suspicious persons, security concerns, or incidents immediately to the Manager.

• Ensure compliance with hotel policies, Standard Operating Procedures (SOPs), and government regulations.

9)     General Responsibilities

• Deliver exceptional customer service in line with the hotel's standards.

• Maintain professional grooming and appearance at all times.

• Support colleagues and other departments during busy periods.

• Perform any other duties assigned by the Manager.

Qualifications& Skills

• Diploma, Higher NITEC, or equivalent qualification in Hospitality, Tourism, or a related field.

• Previous experience in a hotel Front Office, Guest Relations, or Customer Service role is preferred.

• Proficiency in hotel Property Management Systems (PMS) or similar systems is an advantage.

• Good computer skills, including Microsoft Office applications.

• Excellent communication and interpersonal skills.

• Strong customer service orientation with a positive and professional attitude.

• Ability to multitask and work efficiently in a fast-paced environment.

• Good problem-solving and conflict resolution skills.

• Basic cashiering and cash handling knowledge.

• Strong attention to detail and organizational skills.

• Able to work rotating shifts, including weekends and public holidays, and willing to cover night shifts whenever required to support operational needs.

• Ability to work independently as well as collaboratively within a team.

• Fluent in spoken and written English; proficiency in additional languages is an advantage.