Hospitality Administration helps oversee the operation of your hotel. Through strategic planning, you can create action plans to reach your hotel goals. Implementing a checklist helps organize your required task.
Why is it Important?
Developing good organized skills reduces stress, saves time and adds efficiency.
How does It Impact your Business?
A proven way to focus on your tasks, it helps with consistency in running your hotel’s operation.
Administrative: Learning Focus
- Learn the basics of administrative duties that should occur routinely
- Recognize the importance of better organization skills to help save time
- Understand a proven way to focus on your tasks and schedule your responsibilities
Administrative: Daily Duties
Important tasks, duties, and responsibilities that should occur daily.
Review & respond to hotel email and team communication log
Why is this important?
Handling outstanding issues promptly and professionally will show your team members and guests that their concerns are also your concerns.
How does this impact my business?
Taking too long to respond to guests can give the impression you do not care and are not interested in their business.
Related Tasks
Review and respond to GM email, and team communication log for outstanding issues.
Additional Resources
Review occupancy and ensure adequate staffing levels for the day.
Why is this important?
To ensure staff is working scheduled hours, and not working unauthorized overtime.
How does this impact my business?
Allows you to meet the current business demands.
Related Tasks
Review occupancy and ensure adequate staffing levels for the day using ChoiceMAX and Choice Advantage Reporting.
Review your daily room rate is appropriate
Why is this important?
Your hotel is competitively priced among the comp set.
How does this impact my business?
This can help ensure you get your fair share of the occupancy in the current market.
Related Tasks
Review your daily room rate is appropriate using ChoiceMAX
Respond or delegate responses to guest reviews or complaints.
Why is this important?
The safety and security of the staff and guests are an utmost concern as a business owner.
How does this impact my business?
Can create loyal and repeat guest as well as generate new ones.
Related Tasks
Respond or delegate responses to guest reviews or complaints via Medallia
Make Daily Bank Deposits
Why is this important?
To protect the safety/security of your staff and guest, as well as your money.
How does this impact my business?
Reduces risk to employees and operations.
Related Tasks
Make Daily Bank Deposits
Review previous day's revenue, payroll and overtime.
Why is this important?
To ensure staff is working scheduled hours, and not working unauthorized overtime.
How does this impact my business?
Managing your cash flow as it’s critical to your operation.
Related Tasks
Review previous day’s revenue, payroll and overtime
Visually inspect public access areas and grounds for cleanliness.
Why is this important?
It’s the first impression a guest has of your property.
How does this impact my business?
The perception of the guest can influence whether they will stay with your hotel.
Related Tasks
Using the Room Condition Checklists, visually inspect public access areas and grounds for cleanliness.
Additional Resources
Address any known safety and security issues
Why is this important?
The safety and security of the staff and guests are an utmost concern as a business owner.
How does this impact my business?
You could be held liable for deficiencies.
Related Tasks
Address any known safety and security issues.
Audit daily reports to review rate overrides, and adjustments to guest folios.
Why is this important?
Can help determine if an employee is making unauthorized adjustments.
How does this impact my business?
Maximize your revenue potential.
Related Tasks
In Choice Advantage, use the Rate Discrepancy Report to audit daily rate overrides and adjustments to guest folios.
Review and prepare for any VIP's and groups
Why is this important?
The staff can prepare the rooms, preblock the rooms, prepare room keys, communicate between departments to ensure a smooth check-in process ahead of time.
How does this impact my business?
Improves guest satisfaction and may result in repeat business.
Related Tasks
Schedule a morning huddle with the staff to review and prepare for any VIP’s and groups.
Reconcile Credit Card Daily Postings
Why is this important?
To avoid mis-postings, errors, and transmission of all incoming Credit Card Revenue.
How does this impact my business?
It can avoid Chargebacks, lost Revenue, and increased efficiency
Related Tasks
After Night Audit has balanced and closed the day of business, GM to run the Choice Advantage Report Final Transaction Summary, Log in to Dollars on the Net and reconcile all Credit Card Totals to be settled, then settle Credit Cards. All Credit Cards not settled must be reconciled and then settled manually.
Key Control Review
Why is this important?
Have employees sign in and sign out all keys daily. This helps reduce guest property theft by monitoring and tracking the use of keys in the operation. All keys should be kept in a lockbox when not in use with one key that can access the lockbox.
How does this impact my business?
Establishing employee accountability reduces the risk of employee misuse of the key cards.
Related Tasks
Implement a Key Control Log process.
Administrative: Weekly Duties
Important tasks, duties, and responsibilities that should occur weekly.
Review & respond to hotel email and team communication log
Why is this important?
To keep up with all Brand and Industry announcements.In addition, allows you have to a clear communication path with your staff.
How does this impact my business?
Allows you to communicate and take action where needed.
Related Tasks
Review your GM eMail and internal team communication weekly.
Review In House Guest Folio Balances
Why is this important?
Credit limits are not exceeded for in-house guests.
How does this impact my business?
Potential loss in revenue.
Related Tasks
Review In House Guest Folio Balances in Choice Advantage.
Complete or review work schedules for upcoming week
Why is this important?
Allows you to plan for proper coverage based upon the needs of the hotel.
How does this impact my business?
This ensures these important tasks are completed timely.
Related Tasks
Complete or review work schedules for upcoming week
Monitor inventory and order supplies for Housekeeping, Maintenance and Front Office
Why is this important?
Prevents your property from running out of stock.
How does this impact my business?
Failing to have supplies on hand can affect guest service.
Related Tasks
Monitor inventory and order supplies for Housekeeping, Maintenance, and Front Office.
Review costs and expenses.
Why is this important?
Keeping current establishes credit, and helps prevent overspending..
How does this impact my business?
It helps your cash flow
Related Tasks
Review costs and expenses. Pay any invoices that are due, including travel agent commission via Onyx.
Monitor Accounts Receivable for any unpaid balances
Why is this important?
To ensure timely collection of monies due.
How does this impact my business?
To prevent bad debt write-offs.
Related Tasks
Monitor AR Aging Report in Choice Advantage for any unpaid balances.
Review Weekly Daystar Report
Why is this important?
To review if your pricing strategy was effective.
How does this impact my business?
Can have a direct effect on future profitability.
Related Tasks
Review Weekly Daystar Report in Choice Central.
Reconcile Travel Agent Commissions on Onyx
Why is this important?
To make sure that your commissions are accurate and you prevent losing potential future business from the failure of Travel Commissions.
How does this impact my business?
Best practice accounting procedures to ensure higher revenues in the future.
Related Tasks
Go to Onyx and reconcile on a weekly basis
Administrative: Quarterly Duties
Important tasks, duties, and responsibilities that should occur quarterly.
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Ensure Personal Protective Gear is available for staff.
Why is this important?
Protects your staff from potential infections.
How does this impact my business?
Ensure staff members have gear on-site in the event of an emergency.
Related Tasks
Ensure Personal Protective Gear is available for staff for Hazardous blood borne pathogens.
Ensure SDS Binder is updated with on-site chemicals
Why is this important?
A great resource in the event of a chemical accident.
How does this impact my business?
Ensure SDS Binder is updated with on-site chemicals.
Related Tasks
Ensure Personal Protective Gear is available for staff for Hazardous blood borne pathogens
Administrative: Semi - Annual Duties
Important tasks, duties, and responsibilities that should occur semi-annually.
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Plan an emergency fire drill
Why is this important?
Staff members will know how to respond in the event of a fire.
How does this impact my business?
Reinforces proper practices that can save lives should a fire occur.
Related Tasks
Plan an emergency fire drill.
Check all battery backups for hallway emergency lighting
Why is this important?
Can safely help guide guests and staff members in the event of a power outage.
How does this impact my business?
Can prevent injuries of guests or staff members.
Related Tasks
Check all battery backups for hallway emergency lighting.
Additional Resources
P3 Workshop
Administrative: Annual Duties
Important tasks, duties, and responsibilities that should occur annually.
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Schedule main Fire panel test, sprinkler system and fire extinguishers inspections
Why is this important?
Required by State Laws.
How does this impact my business?
The responsibility lies with the business for adequately maintaining systems.
Related Tasks
Schedule main Fire panel test, sprinkler system, and fire extinguisher inspections.
Create Annual Budget
Why is this important?
Hotels prepare annual budgets to help the management team operate the hotel more efficiently.
How does this impact my business?
It can provide guidance with revenue goals and careful management of labor and expenses.
Related Tasks
With your Area Director, Create an Annual Budget.
Review Staff Turnover, Conduct Performance Reviews & Plan for Salary Increases
Why is this important?
Helps improve employee retention.
How does this impact my business?
Can improve overall job satisfaction among your team, affecting overall staff performance.
Related Tasks
Review Staff Turnover, Conduct Performance Reviews, Plan for Salary Increases.
Update labor law posters as needed
Why is this important?
There are federal, OSHA, and state requirements that often change annually.
How does this impact my business?
Stay in compliance with mandatory requirements.
Related Tasks
Update labor law posters as needed.
Review your Emergency / Disaster Response Plan
This should include what to do in the event of an elevator failure, fire, flood, power failure, robbery, medical emergency, bomb threat, death, and earthquake. Must include updated phone numbers of all staff, all vendors, all utility companies, management, and owners. Place it in a RED binder so it is easily recognizable by all team members.
Why is this important?
Staff will be able to refer to clear steps of what to do in the event of an emergency situation. All staff members should become familiar with this binder and its location of it.
How does this impact my business?
Can help protect your guests, your staff and your buildings
Related Tasks
Review your Emergency preparedness for Crisis Management
Additional Resources
Conduct Staff training on Chemical Safety with your local Chemical Provider
Why is this important?
These sheets provide information and advice about safety precautions for your staff.
How does this impact my business?
Communicate chemical hazardous information to your staff members.
Related Tasks
Contact your Local Chemical Provider to schedule Training.
Reinforce Key Control Policy
Why is this important?
Have employees sign in and sign out all keys daily. This helps reduce guest property theft by carefully monitoring and tracking the use of keys in the operation. All keys should be kept in a lockbox when not in use with one key that can access the lockbox.
How does this impact my business?
Establishing employee accountability reduces the risk of employee misuse of the key cards.
Related Tasks
Reconfigure all master keys to ensure key control safety.