back office administrator

As a Back Office Administrator, you will play a key role in supporting the Front Office operation by delivering exceptional guest service through all communication channels while ensuring the smooth handling of billing, financial requests, and administrative processes. Working closely with multiple hotel departments, you will contribute to creating a seamless, personalized luxury experience by maintaining the highest standards of accuracy, efficiency, and service excellence.

Responsibilities

• Serve as the primary point of contact for guests, responding promptly and professionally to inquiries and requests via phone, email, and other communication channels.

• Assist guests with invoices, credit bills, release of pre-authorizations, and other financial or logistical requests, ensuring timely and accurate resolution.

• Support internal departments, including Groups & Events, Sales, Finance, and Front Office, with billing procedures and administrative requests.

• Monitor and maintain Pay Master accounts, ensuring accuracy and compliance with hotel procedures.

• Complete daily room allocations in coordination with operational requirements.

• Collaborate closely with Front Office, Sales, Finance, and other hotel departments to ensure seamless service delivery and operational efficiency.

• Handle billing, credit, and administrative correspondence efficiently while maintaining the highest standards of guest service.

• Maintain up-to-date knowledge of hotel amenities, services, promotions, and operational procedures to effectively support guests and colleagues.

• Support the operational success of the Guest Service Center by contributing to service initiatives and administrative excellence.

• Assist with guest check-in and check-out procedures at the Front Desk whenever operationally required.

• Participate in departmental briefings and operational meetings, communicating pending requests, guest feedback, and service priorities.

• Train and support Front Office Agents on billing procedures and best practices to ensure consistency and accuracy.

• Contribute to the overall success of the Front Office team by maintaining high administrative and service standards.

Requirements

• Minimum of 2 years of experience in Front Office, Back Office, Finance, or an administrative role within the hospitality industry, preferably in a luxury hotel environment.

• Strong communication skills with a professional, guest-oriented approach, fluent in Greek and English; additional languages will be considered an asset.

• Excellent organizational, analytical, and multitasking skills with strong attention to detail.

• Ability to manage multiple priorities while maintaining accuracy in a fast-paced environment.

• Strong problem-solving skills and the ability to collaborate effectively across departments.

• Experience with hotel management systems (such as Opera PMS) and Microsoft Office applications is preferred.

• Knowledge of hotel billing procedures, invoicing, credit handling, pre-authorizations, and financial administrative processes will be considered a strong advantage.

• Proactive, reliable, and service-oriented mindset with the ability to work both independently and as part of a team.

Benefits

• At Conrad Athens The Ilisian, you’ll be part of a world-renowned luxury brand, where creativity, collaboration, and the pursuit of excellence are celebrated. We are committed to nurturing our Team Members’ professional growth and well-being (offering a unique opportunity to contribute to the legacy of a landmark property in the vibrant city of Athens).

• The Company offers a competitive remuneration package, private medical insurance, and career development opportunities in a dynamically growing business environment.