How Is The Organizational Chart Of A Hotel? (And Their Functions)

He Organization chart of a hotel Represents the jobs that a hotel needs to carry out its processes of work, mission, vision and values.

Each hotel, whether small, medium or large, needs an organizational structure to carry out its daily operations. It is used to help divide the tasks, to specify the work for each department and to delegate authority within and between departments.

The above chart is characteristic of a 5 star hotel, although a 4 star hotel can have the same number of apartments or more. The number of stars can descend or ascend independently to the number of departments.

For example, the hotel"NY King"could conserve all departments and ascend from 4 to 5 stars. Or vice versa; Descend from 5 to 4 stars and keep all departments.

The number of apartments will vary depending on the services offered by the hotel. It may be that a 5-star luxury hotel has tourist services for guests, gym, swimming pool, tennis courts, SPA, disco... Another hotel of smaller size will not have these additional services and therefore will not need so many employees, decreasing the number of Departments.

The most common top positions in a hotel are: the director, marketing director, accounting director, staff director, engineering director, purchasing manager, room manager and restaurant director.

From these posts are generated others that are inferior but not of less importance to fulfill the main function of the hotel; Accommodating guests giving the highest quality possible, depending on the number of stars in each hotel.

Who is in charge of organizing the organization chart of a hotel?

Usually the person in charge of making the organization chart in a company is the director of Human Resources.

In addition to the organizational chart, you need to have well-defined jobs in the"job description"so that each employee's duties are well delimited. This will be essential for hiring new employees and for each employee to know what to do.

On the other hand, there are hotels that have outsourced the functions of human resources, especially the smaller hotels that are not part of hotel chains.

Common jobs in a hotel and its functions

1- General Manager / Hotel Manager

It is the position of greater responsibility:

• It is in charge of the administration, control and development of the hotel verifying that all other departmental areas are functioning in the best possible way.
• It defines the policies of the company and the objectives that must be fulfilled.
• Verify that each department is meeting the objectives set, providing excellent quality of service.
• It manages the human resources, marketing, security, quality and coordination all aspects necessary for the proper operation of the hotel.

2- Sales Manager

In addition to complementing the other main departments, its main function is to engage in sales and advertising:

• Find customers.
• Present to the company.
• Offer services.
• Close deals with clients.
• Develop advertising strategies.
• Promote hotel services.
• Seek out potential clients.
• Report the results of sales to the accounting and finance department.

Sales assistant

The main objective of this position is to support the work of your superior, the head and / or sales manager, to control, classify and order the sales made, in addition to collecting invoices to carry a due process in the administrative order.

The rooms department will be in charge of collecting requests for reservations and customer service for this purpose, in addition to checking checks and payments.

You should also ensure that the rooms are clean, working in close coordination with receptionists and housekeepers.

They have the task of determining the availability of rooms and taking and confirming reservations.

The supervisor or reservations manager is in charge of directing the good performance of the department and the booking agents perform the functions of attending reservations through all the different means that arrive (media, group reservations, internet, tours, Etc.), to manage the money coming from the corresponding deposits and to guarantee the concrete reservations.

Sales Executive

It is one of the most important jobs because he is in charge of a portfolio of salespeople who must tell them what to do.

He is responsible for what each of his employees do, he must know the movement of all accounts and if he comes to present any inconvenience with them he must take responsibility for it.

You must provide a detailed index of the statements, have initiative to get important accounts for your company.

Of them depends the success or failure of the company, it is a very complex charge that requires an extreme level of commitment and responsibility.

3- Service Manager

He is in charge of supervising the services department:

• Control costs.
• Get a loyal clientele.
• Promote good relationships between employees.
• Solve the doubts and concerns of all clients' services.
• Comply with sales targets.
• Set an example by playing ethical standards.
• Ensure that a high level of quality is being offered and that the business is being profitable.

Administration and finance

It is an important position because he has control of administrative matters, he must agree with the Director General how the issues will be distributed and inform him about the different stages and events related to them.

You must manage the financial resources, budgets, expenditures, expenses and investments in conjunction with the Directorates and Units of the company.

Supervises the management of financial resources, coordinates government-regulated trusts, oversees processes that relate to staff management.

It maintains and maintains the supply and acquisition of material, patrimonial resources and general services of the corporation.

Business Strategies

As its name says, it is responsible for creating strategies and plans to join new markets and strengthen the strengths of the company, as well as improving the experience and knowledge of each member of the association or organization.

His main role is focused on direct responsibility for the company's sales activities, marketing direction, promotion and distribution, sales planning, organizing the different distributions.

Assigns objectives to be met regarding sales according to products and zones, create strategic plans to improve the company's success, study the clients and locations that may be more suitable to promote.

It promotes a teamwork environment by boosting the sales spirit of the staff in charge.

Analyze possible causes of problems and complaints from customers.

Design policies to determine prices and conditions of sale.

Create plans to increase the training progress of people in your department.

It is responsible for receiving, filtering and distributing the different procedures and improvements in quality of service.

Comptrollership and accounting

Department responsible for analyzing and controlling financial and accounting operations.

It is also dedicated to the preparation of annual budgets, income forecasts, financial statements, reporting on the financial situation, attending the audits by the comptroller, etc.

Purchases

It is a very important position for the correct development of the work in the company because they are in charge of the supply chain and purchases of all the goods necessary for the establishment to function effectively.

It can be purchases for the use of the company as for the resale and / or raw material for the elaboration of its own products.

This position also includes the purchase of services related to transportation or marketing.

They are responsible for the use of information and computer systems for the management of the organization.

They plan and direct all activities related to computers and technology in the company for which they work.

They determine the business goals for the design of plans to achieve the previously stated goals.

4- Deputy Manager

He is in charge of fulfilling all the tasks of the manager when the latter is absent.

He usually does not make important decisions without first consulting with the manager but decides on routine and common issues that may arise in the normal course of the hotel.

He must be equipped with all the information and knowledge necessary to assume such an important position, to know all the functions, the staff, their tasks, replacements, etc.

In addition, knowledge of the legal norms is something that can not be avoided to avoid getting into problems with the law.

It is necessary to resolve quickly and have a plan B for everything in case things do not go according to expectations.

Quarter Division Manager

Your job is to plan, supervise and control that each and every one of the operating policies related to your area is carried out:

• Plan and supervise the operation of groups and conventions.
• Analyze the monthly statistics.
• Establish standards and norms for the provision of services in your area.
• Receive complaints from your area.
• He coordinates with the maintenance manager the correct performance of his work.

Head of reception

Organizes and controls the tasks of the reception department:

• Make the schedule of the staff in charge.
• Manage complaints.
• Communicate with other departments if necessary.
• They take care of the customer and resolve any doubts or concerns.
• He is the principal in charge of contact with the client.

Housekeeper

This department is the one with the largest number of employees in charge of the entire hotel and is responsible for cleaning the entire establishment: both common areas of the hotel and corridors, offices, rooms, etc.

This position is extremely important because cleaning is the letter of presentation of a hotel, this depends a lot of success or failure.

Must receive training, employees should be friendly and convey warmth to guests.

Food and beverages manager

It is responsible for supervising the preparation and decoration of each of the dishes and drinks that are prepared in the kitchen area of ​​the hotel following the recipes and standards previously established by the hotel.

Ensure the correct performance of the duties of other employees, good input management, avoid wastage of material, prepare the menu, supervise the area of ​​desserts, liquors, general inventory, etc.

Must make the necessary acquisitions and control the holds.

Be in control of all the staff in charge.

Captain of attention to the public

Responsible to the manager of the correct functioning of the services offered by the restaurant or cafeteria.

• Receive the customer.
• He accompanies him to the table.
• Receive suggestions.
• Fire the diner.
• Check that everyone is doing their work.
• Check supplies.
• Assist the waiters if necessary.

It is in charge of controlling the staff, creating the menus, monitors the rational use of raw materials and other goods, controls the output and quality of the dishes, determines the working hours of other workers in their charge.

General Service Manager

He is in charge of developing an annual program for the maintenance and prevention of machinery and equipment.

It takes all necessary measures to maintain and improve the architectural conditions of the building.

Administration of basic services, support to the areas that integrate it, safeguard the security of the building and its occupants, operate the health and safety commission.

Maintenance manager

• It must solve all the problems that appear in record time so that the production is not interrupted.
• You must organize and coordinate the work orders of maintenance of all the personnel in your charge.
• Coordinates the delivery and receipt of materials needed to perform maintenance work.
• Verify the order and quality of the work done.
• Authorize the removal of materials stored in the warehouse.
• If necessary, you should provide training on the equipment, materials and tools present in the facilities.

Security boss

It is responsible for the prevention of occupational hazards.

• Analyze possible risk situations.
• Develops security plans.
• Inspect the equipment.
• Supervises systems.
• Ensures the safety of customers and employees.
• Reports on everything done and what happened.
• Parking control.

Head of gardening

In charge of everything related to the garden and its maintenance.

Administrative manager

Its function is to plan and direct the administrative management of the company.

• Manage relationships with suppliers.
• Disciplinary control of personnel.
• Create production strategies, etc.

Head of human resources

He is responsible for everything related to the control of human resources and works in direct contact with the General Management and other managers.

• It must maintain a favorable working environment.
• Organize HR subsystems
• Mediate conflicts between employees.
• Ensure the well-being of employee-company relations.

Warehouse manager

It controls the inputs and outputs of all materials, equipment, products, tools and in general all property owned by the company.

In addition it performs audits and inventories for the correct and effective control.

Accounting assistant

His tasks are related to accounting tasks, among some of his many functions we can find:

• Inventory management.
• Services pay.
• Tax declarations.

Administrative Assistant

Its main functions are:

• Trace correspondences, receive documents, answer calls, visits, file documents, file dossiers, keep the agenda up to date, etc.

Another scheme is: