Main purpose of job:

Reporting to Residence Manager, the Butler / Operations Supervisor is responsible for ensuring the the smooth running of the household and the servicing of the principals (High Commissioner & Consul Generals) and their guests.  They will learn the personal preferences of the principals and ensure that the Residence facility and services are delivered in a proactive, discreet, timely, thoughtful and unobtrusive manner. They provide leadership to the housekeepers, security, contract gardeners and any other outsourced staff, ensuring the property and the service provided are of a high standard and cost efficient. They handle external commercial clients and guests and participate in increasing the usage of the Residence to help offset running costs.

Roles and responsibilities:

 Guest Services

• Welcome guests to the Residence and ensure their comfort, safety and ability to conduct business
• Ensure there is always someone on duty in the Residence when guests are in-house for formal events. To include organisation of rotas
• Personally serve principals, guests and clients as appropriate
• Plan and manage the provision of meals, refreshments for guests and events

Events

• When requested, liaise with organisers and ensure a comprehensive brief is taken. Interact with Residence Manager on costing; staffing; hiring of suppliers; layout and requirements
• Ensure the Residence is prepared according to the agreed brief
• Brief Residence staff and suppliers
• Provide an event management service as per the event brief

Supervision

• Provide guidance in etiquette, protocol, and appropriate housekeeping and service standards
• Engaging/contracting and overseeing outside contractors, service providers and suppliers. Ensuring the quotations meet the brief, prices are fair and the work is to standard 
• Supervision of maintenance, repairs and improvement projects
• Overseeing the housekeeping staff. Guide and lead them to carry out their jobs in a positive, motivated manner.  Coach and address performance issues with the Residence Manager’s support.  Try to achieve a harmonious, happy and hard working team, cross skilled to cover one another
• Staff training
• Supervise timekeeping, records, rostering and attendance

Administration

• Supervise the counting of cutlery, crockery, glassware & recording of inventories
• Quarterly count of linen and table linen
• Monthly count of cutlery, crockery, glassware
• Weekly count of cleaning materials and request replacements when at minimum stock levels
• Complete records and send to the Residence Manager as required
• Set up a system for issuing & return of Residence equipment and stocks to caterers and third parties
• Manage shopping, expense control and admin
• Together with the Residence Manager, keep track of household expenses and costs and submit. Complete expense returns on time
• Manage the wine cellar keep a stock of suitable wines and beverages and liaise with the Principals and Residence Manager in selecting
• Prepare & print menus, place name cards

 High Commissioner Personal Service

• Manage the provision of personal housekeeping services to the High Commissioner and his/her personal guests for non-official weekends and duties  

Pretoria Cover

• Provide similar services at Pretoria Residence during holidays, absence and large-scale events

Essential qualifications, skills and experience  

• Business & management training (preferred)
• Certified qualification in household & property / hospitality and residential service (required)
• Valid drivers license 
• Experience as a managing Butler in a diplomatic residence, boutique hotel or private home of similar standing, with excellent references and a track record of expertise in:

1. Service of high quality food and beverages
2. Staff supervision
3. Events management
4. Maintenance & repairs
5. Budgeting and cost management
6. Excellent computer literacy
7. Light food preparation

Desirable qualifications, skills and experience  

• Knowledge of wine and food; able to do very basic maintenance such as changing light bulbs, using a drill etc.

Closing Date: 29th, July 2022