Administration Systems Manager

Job Responsibility:

About the Role:

We are seeking a highly organized and tech-savvy Administration Systems Manager to join our admin team. As an Administration Systems Manager, you will be responsible for overseeing and maintaining Samesun's administrative systems, including property management systems (PMS), and other software applications. Your role will involve ensuring the smooth operation of these systems, troubleshooting any issues that arise, and training staff members on their effective use. The ideal candidate will possess a strong attention to detail, excellent problem-solving and communication skills, and a solid understanding of hotel operations. Additionally, you will be the point of contact for all agent sales.

Responsibilities:

• Administration Systems Oversight:
  • Manage the hostels administrative systems, including property management system (Mews) and integrations, Trengo, and other relevant applications.
  • Ensure that all systems are up-to-date, properly configured, and integrated for seamless operation.

• System Maintenance and Troubleshooting:
  • Troubleshoot system issues promptly, identifying the root cause and implementing effective solutions.
  • Coordinate with vendors and IT support to address more complex technical issues and ensure timely resolution.

• Training and Support:
  • Train Samesun staff on the proper use and functionalities of the administrative systems.
  • Provide ongoing support to end-users, addressing questions, concerns, and system-related issues.
  • Develop and update training materials, user guides, and standard operating procedures (SOPs) for system usage.
  • Conduct regular training sessions to educate new employees and refresh existing staff on system functionalities and updates.

• Data Management and Reporting:
  • Ensure accurate and timely data entry into the administrative systems, including guest profiles, reservations, financial transactions, and other relevant data points.
  • Generate regular reports, customized queries, and data analysis as per management requirements.
  • Collaborate with other departments to streamline data flow and integration across systemsProcess Improvement

• Process Improvement:
  • Stay updated on industry best practices and emerging technologies to drive innovation and enhance system functionality.

• Agent Bookings:
  • Ensure all agent bookings are up to date, creating new bookings, and modifying current bookings.
  • Invoicing all agents monthly and follow up any overdue invoices.
  • Create quotes for group bookings, create bookings, manage the group until check-in.

• Supporting Departments:
  • Supporting other departments in implementation of systems
  • Updating information on relevant websites such as Samesun.com, Online Travel Agents, Agent websites etc.

Qualifications:

• Proven experience as an Administration Systems Manager or similar role in a hostel or hospitality environment.
• In-depth knowledge of property management systems (PMS), preference in Mews.
• Strong analytical and problem-solving skills, with the ability to identify, troubleshoot, and resolve system-related issues.
• Proficiency in data management, reporting, and analysis.
• Excellent communication skills, with the ability to train and support end-users effectively.
• Strong organizational and time management abilities, with a keen eye for detail.
• Proficient in Office 365, Excel and Word.