Job Description: Housekeeping Coordinator – Colombo
We are looking for a reliable Housekeeping Coordinator to act as the central link between the housekeeping team, front‑office, engineering, and guests. Your primary duty is to keep the daily housekeeping operation organised, timely, and fully documented. From updating room status to dispatching room attendants and tracking linen usage, you will make sure the right information reaches the right people at the right moment. Your accuracy and calm manner will directly affect guest satisfaction, staff productivity, and cost control.
Position Summary:
Based at the housekeeping office, you will monitor room assignments, log requests, and field calls throughout each shift. Using the property‑management system (PMS) and internal radio/telephone network, you will coordinate room attendants’ schedules, follow‑up on maintenance issues, and confirm that rooms are released for sale only after passing inspection. You will also maintain inventory records, compile shift reports, and assist the Executive Housekeeper with administrative tasks such as time sheets and purchase requisitions.
This role is equal parts desk work and floor follow‑up. You will need an eye for detail, the discipline to update records immediately, and the confidence to remind colleagues of priorities without delay. When last‑minute VIP arrivals, late check‑outs, or engineering emergencies arise, you will shuffle tasks quickly and keep everyone informed.
Key Responsibilities:
- Room Assignment & Tracking
- Print or generate daily task sheets and allocate rooms to room attendants and public‑area cleaners.
- Update PMS and manual boards with real‑time room status (vacant, occupied, out‑of‑order, inspection needed, etc.).
- Communicate priority rooms (early arrivals, VIPs, stay‑over services) and confirm completion times.
- Dispatch & Communication
- Answer housekeeping telephone and radio calls; log guest requests (extra amenities, linen changes, cots) and assign to the appropriate staff.
- Relay maintenance issues to Engineering; record job tickets and follow up until tasks are closed.
- Inform Front Office promptly when rooms are ready, delayed, or placed out‑of‑service.
- Inventory & Linen Control
- Monitor daily linen usage and compile laundry counts for in‑house or external laundry services.
- Track amenity, cleaning chemical, and guest‑supply consumption; prepare requisitions for approval when stock reaches reorder levels.
- Conduct spot checks of storerooms for organisation, expiry dates, and safety compliance.
- Administrative Support
- Prepare daily shift summary: number of arrivals, departures, occupied rooms serviced, special requests fulfilled, and outstanding tasks.
- Assist with preparation of staff rosters, attendance sheets, and overtime summaries.
- File inspection checklists, lost‑and‑found reports, and maintenance logs in an orderly manner for audit readiness.
- Quality & Hygiene Monitoring
- Spot‑inspect a sample of cleaned rooms each shift to verify standards and provide immediate feedback to attendants.
- Report recurrent shortcomings (e.g., stain marks, forgotten amenities) to Supervisors for coaching.
- Ensure cleaning equipment is sanitised, labelled, and stored safely.
- Training & Orientation
- Help train new staff on PMS usage, phone etiquette, and documentation procedures.
- Maintain a reference folder with SOPs, emergency contacts, and updated policies for quick staff access.
Required Qualifications:
- Passes in GCE O/L with credit in English; A/L preferred.
- Minimum one year of experience in hotel front‑office, housekeeping, or similar administrative role.
- Working knowledge of at least one hotel PMS (e.g., Opera, Protel) and basic MS Office skills (Word, Excel, Outlook).
- Clear spoken and written communication in English and Sinhala; Tamil an advantage.
- Ability to handle simultaneous phone, radio, and computer tasks calmly.
Preferred Attributes:
- Strong memory for details and a habit of immediate, precise data entry.
- Polite but firm communication style when following up with multiple departments.
- Respect for confidentiality—guest names, room numbers, and incident details are not shared casually.
- Willingness to step onto guest floors to verify room status personally when needed.
- Organized desk habits: tidy files, labelled logs, and up‑to‑date notice boards.
- Natural problem‑solver who can juggle changing priorities without losing track of basics.
Work Conditions:
- Stationed mostly in the housekeeping control room but will walk guest corridors and back‑of‑house areas for checks.
- Rotating shifts covering mornings, evenings, weekends, and public holidays to match hotel occupancy.
- Use of head‑set radios, desktop computers, printers, and occasionally manual logbooks.
- Fast‑paced environment with peak pressure during check‑out/check‑in waves and unexpected VIP arrivals.
What We Expect From You:
- Punctuality: The control room opens on time; the day’s plan depends on your presence.
- Accuracy: Room status errors cost revenue and guest trust. Enter data once, correctly.
- Responsiveness: Calls and requests must be answered within a few rings; delays ripple across departments.
- Professional Tone: Even when others are rushed, you speak clearly and respectfully.
- Honesty: If you miss an entry or notice a repeated issue, report it—don’t hide it.
- Team Support: Share information openly with supervisors, attendants, front desk, and engineering; no silo mentality.
What You Can Expect From Us:
- Thorough induction on SOPs, PMS shortcuts, and emergency procedures.
- Ongoing coaching from experienced supervisors, with fair feedback.
- Clearly defined shift schedules circulated in advance; overtime compensated per policy.
- Uniforms, meal allowance, and laundered linen provided as per hotel standards.
- Access to professional development sessions on hygiene, first‑aid, or language enhancement.
- Recognition programmes for consistent accuracy, guest commendations, and innovative process improvements.
Who Should Apply:
- Candidates already commuting within Colombo district who prefer a structured, back‑of‑house coordination role in hospitality.
- Former hotel room attendants or front‑office clerks ready to move into an administrative position.
- Applicants who thrive on check‑lists, orderly records, and timely follow‑ups rather than front‑stage guest interaction.
- Individuals returning to the workforce who value a predictable shift pattern and clear procedures.
- Anyone willing to learn hotel systems, remains calm during high occupancy, and takes pride in behind‑the‑scenes excellence.
Application Process:
- CV Submission: Email your résumé highlighting relevant hotel or administrative experience.
- Cover Letter: Explain in a brief paragraph how your organizational skills can benefit a housekeeping department.
- Interview: Short‑listed candidates will attend a face‑to‑face interview at our Colombo property.
- Practical Test: You may be asked to complete a quick data‑entry and phone‑etiquette exercise.
- Offer & Onboarding: Selected candidates receive a formal offer, followed by a structured orientation programme.
Send your application to careers@[hotelname].lk with the subject line: Housekeeping Coordinator – Colombo. Application deadline: [insert date].
Final Word:
A well‑run hotel hinges on silent efficiencies—rooms turned over on time, linen counts accurate, and every stakeholder informed at the right moment. If you are the sort of person who notices the small lapses before they snowball, prefers facts over fanfare, and takes quiet pride in orderliness, we welcome your application. Help us keep the back‑end flawless so the front‑end shines.