Role OverviewThe Back Office Administrator supports the lodge’s daily operations by managing administrative, financial, and reporting functions behind the scenes. This role ensures smooth coordination between departments such as Front Office, Housekeeping, Food & Beverage, and Management, maintaining the high standards expected in a 5-star hospitality environment.Key Duties & ResponsibilitiesAdministration & Office ManagementMaintain accurate filing systems (electronic and manual)Handle general correspondence (emails, internal memos, guest documentation)Manage office supplies and stock controlAssist with compliance documentation and auditsFinancial & Accounting SupportCapture invoices, expenses, and supplier paymentsAssist with debtors and creditors reconciliationProcess daily revenue reports and cash-upsSupport month-end procedures and financial reportingLiaise with Head Office or external accountantsReservations & Guest Support (Back-End)Assist with reservations administration and system updatesCapture guest information and preferences in PMS (Property Management System)Prepare arrival and departure reports for operational teamsSupport FOH with billing queries and account reconciliationHR & Payroll AdministrationMaintain employee records and filesAssist with timesheets, leave tracking, and payroll inputSupport recruitment administration (contracts, onboarding documentation)Ensure compliance with labour legislation and lodge policiesProcurement & Stock ControlProcess purchase orders and supplier communicationsMonitor stock levels (F&B, housekeeping, maintenance supplies)Assist with stock takes and variance reportingReporting & CoordinationCompile daily, weekly, and monthly reports for managementCoordinate between departments to ensure operational efficiencyAssist Lodge Manager with ad hoc administrative tasks

Qualifications & Experience
Minimum Requirements

• Diploma or Certificate in:
• Hospitality Management
• Business Administration
• Finance / Accounting (advantageous)
• 2–4 years’ experience in:
• Hospitality administration (preferably lodge or hotel environment)
• Finance/admin support role

Technical Skills

• Experience with Property Management Systems (PMS) (e.g., Opera, Semper, NightsBridge)
• Proficiency in Microsoft Office (Excel essential)
• Basic accounting knowledge (Pastel, Sage, or similar advantageous)

Key Competencies

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Ability to work independently in a remote environment
• Strong communication and interpersonal skills
• Problem-solving ability and initiative
• Discretion and confidentiality

Additional Requirements (Lodge Environment)

• Willingness to live on-site in a remote location
• Ability to work flexible hours, including weekends and public holidays
• Valid driver’s license (often required)
• Passion for hospitality and guest service excellence