Organization chart

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By

Siripon Lee-yong
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WHAT IS A HOTEL
ORGANIZATIONAL
CHART?

The hotel organizational chart is the It shows us the relationship between each department in the
hierarchical graphic representation of the hotel and how they communicate and collaborate over a
internal structure of the entities and the project. The chart depicts how the employees or teams are
departments working at the hotel. The communicating and to whom they are reporting. The hotel
hotel organizational chart shows us the organizational chart is simply a blueprint of the internal
different positions in the hotel and the structure of a hotel, and with this model, we can figure out
departments working under these the flow of leadership in a hotel.
positions.
The chart shows us the hierarchy of different departments.
For example, it tells us that the Executive Assistant Manager
reports to the General Manager in a hierarchy.

The size, shape, and hierarchy of different hotels are not the
same as it ultimately depends on the size of the hotel.

How to Create
a Hotel
Organizational
Chart?

This section will get valuable information about
making a perfect hotel organizational chart and
the types of organizational charts that you can
implement with your case.

KNOW THE TYPE OF
YOUR HOTEL'S
ORGANIZATIONAL
STRUCTURE

Before actually writing down the information, you have to go through a very serious
step to find the organizational structure your hotel implements. There are four types of
hotel or business organizational structures or charts. All four types are somehow
different from others and are used for multiple sizes and functions of the hotel.

TYPES

Hierarchical Organizational Chart

Hierarchical Organizational Chart
A hierarchical organizational chart is utilized in the hotels that are both small and
large in their sizes and functions. A startup or a small business with few positions
and departments can easily make a hierarchical hotel organizational chart. An
enormous business with dozens of departments can also make a hierarchical hotel
organizational chart to show the most critical departments.

Functional Organizational Chart

A functional hotel organizational chart also includes a hierarchy used in those
businesses and hotels that have specialized their important business
departments. In the functional organizational chart, positions and their
information are also listed, and with jobs, we mean the head of the department.

Matrix Organizational Chart

Matrix organizational charts are used in hotels where multiple departments work
cross-functionally. Due to this cross-functionality, they make a complex
hierarchy, and so, a matrix chart is predominantly used to handle this situation.

ChartCircular Organizational Chart

A circular organizational chart is a structural chart with primary and leading
positions at the circle's core and the less important ones coming after, forming a
circle.

HOTEL
ORGANIZATIONAL
CHART EXAMPLES

To make your mind clearer about the hotel organizational chart, we have
gathered some practical examples so you can learn and take ideas from
them.

Example 1: Small Hotel

Organizational Chart

A hierarchical business model is implemented. The hierarchical structural
model can be used in small hotels or businesses, and so happened here.
The leading department or position is the corporate manager, and then
the general manager comes. There is the cycle of front office manager,
housekeeper, front desk attendant, waiter, and corporate owner positions.
The waiter is only connected to another position through the F&B
manager.

EXAMPLE 2:
MEDIUM HOTEL
ORGANIZATIONAL
CHART

This medium-size hotel implements the hierarchical structure from the business
or hotel organizational chart types. The central departments include the ground
and maintenance, housekeeping and custodial, recreational services, hospitality,
food, and beverage. The chart does not have leading positions like the executives
or board of directors. The hospitality department manages some small positions.
The diagram only implements the hierarchical structure, but other systems can
also be implemented.

Your
Logo

Example 3:
Large Hotel
Organizational Chart

It is the best example of a large hotel
organizational structure or chart. The
hotel is implementing both
hierarchical and matrix structures
because the departments work
cross-functionally. The general
manager is the head of the managing
department, and below him are other
micro-managers. Below the deputy
manager, we get positions like
financial director, front office
manager, hr manager, food manager,
sales and logistics manager. The chart
also shows some degree of the
functional structure due to a lot of
departments.

ORGANIZATIONAL
CHART:

It was basically segmented into six divisions: finance, front office, human
resources, food and beverage, sales and logistics

GENERAL MANAGER

The general manager is the leader of all the departments working
in the hotel. He takes necessary decisions for the hotel and
administers all the performances of the departments.

ASSISTANT
GENERAL
MANAGER

The assistant general manager is the right hand of the general
manager. He helps him in administering the governance of the
hotel. The assistant manager makes all the necessary decisions

when the general manager is not present on the premises.

DEPUTY

GENERAL MANAGER

Reporting to the General Manager, the
Deputy General Manager assists the
General Manager to plan, develop,
implement and oversee company initiatives
and projects. She or he oversees the
company's operations, has budgeting
responsibilities and is involved in hiring and
evaluating company employees.

FINANCIAL

The financial department’s role is to record
financial transactions, prepare and interpret

financial statements, and deal with cost
accounting and cost control.

FRONTOFFICE

The front office (room management) department handles
customer service including front desk service, reservation,
laundry, concierge, telephone, and housekeeping service. A
hotel’s front office is where guests are greeted when they
arrive, where they get registered and assigned to a room, and
where they check out. It’s almost the most important
department as it often offers contact with customers.

HUMAN
RESOURCES

The human resources department
is given the responsibility to

handle employee recruitment,
arrange staff training, make
promotion and disciplinary
decisions, and check staff
attendance.

FOOD & BEVERAGE

The food and beverage department is responsible for all of the dining
rooms, restaurants, bars, kitchen, clean up services, etc. Here we
basically divide F/B department into two parts: kitchen and restaurant.
Kitchen department is responsible for food preparation including main
food, dessert, side food, and beverage. Restaurant department‘s role is
to provide dining room operation, waiter service, food runner, and clean
up service

SALES

The responsibility for the sales
department is to sell the hotel
facilities and services to individuals
and groups. They sell rooms, food,
beverage or special services such as
massage and laundry to potential
customers through advertising or
direct contacts.

LOGISTICS

The logistics department is
responsible for tracking for daily
supplies, purchasing appliances,
and keeping security.

WHAT DOES
A FRONT OFFICE
COORDINATOR

DO?

A front office coordinator is responsible for assisting
clients with their inquiries and concerns and directing
them to the appropriate department and personnel to
immediately address their needs. Front office
coordinators schedule appointments, verify visitors'
identities by checking their credentials for security
purposes, processing service payments, updating
customers' data and visitation log on the database, and
escalating high-level complaints. A front office
coordinator also performs administrative and clerical
tasks as needed, requiring them to have excellent
time-management and organizational skills.

Take a few minutes to create or upgrade your resume.
Browse through our resume examples to identify the
best way to word your resume. Then choose from 10+
resume templates to create your Front Office
Coordinator resume

FRONT OFFICE COORDINATOR
RESPONSIBILITIES

Here are examples of responsibilities from real front office
coordinator resumes representing typical tasks they are likely
to perform in their roles.

Manage check-in and registration process for all appointments including
physician appointments and medical imaging.
Bill charges using CPT and ICD-9 coding and responsible for running aging
reports and reconciling outstanding balances.
Monitor physician documentation in EHR versus fee ticket and verify that
the correct ICD9 and CPT codes are being used.
Communicate information while abiding by HIPAA privacy laws.
Maintain confidentiality of patient privacy in compliance with HIPAA
regulations.
Check eligibility, verify and enter insurance information for PPO and
Medicaid patients.
Maintain clear communication for assistance among current executive
students, prospective students, and department directors.
Coordinate and supervise all patient referral authorization and the
maintenance of patient appointment schedules using IDX system.

FRONT OFFICE
COORDINATOR
JOB DESCRIPTION

Between the years 2018 and 2028, front office coordinator jobs are expected
to undergo a growth rate described as "decline" at -4%, according to the
Bureau of Labor Statistics. So if the thought "should I become a front office
coordinator?" Has crossed your mind, maybe you should take the growth rate
into account. In addition, the number of front office coordinator opportunities
that are projected to become available by 2028 is -110,600.

On average, the front office coordinator annual salary is $32,844 per year,
which translates to $15.79 an hour. Generally speaking, front office
coordinators earn anywhere from $25,000 to $42,000 a year, which means
that the top-earning front office coordinators make $16,000 more than the
ones at the lower end of the spectrum.

As is the case with most jobs, it takes work to become a front office
coordinator. Sometimes people change their minds about their career after
working in the profession. That's why we looked into some other professions
that might help you find your next opportunity. These professions include an
office clerk, office worker, scheduling coordinator, and referral coordinator.

GENERAL
RULES FOR
ALL HOTEL
EMPLOYEES

GENERAL RULES FOR ALL
HOTEL EMPLOYEES

• All hotel employees should always report for duty on
time

Employees should not absent themselves without very
good reason

• If a hotel employee is unable to report for duty, he/she
should inform the head of the department concerned well
in advance if possible

• All hotel employees should report for duty dressed
smartly in clean, well - pressed uniform.

• No hotel employees should take the uniform out

of the hotel premises without permission.

GENERAL RULES FOR ALL
HOTEL EMPLOYEES

• Employees' personal phone calls should be avoided

during working hours.

• Employees' urgent calls should be made on public
phones when they are not on duty.

• Hotel employees should not visit the hotel on off-duty
days unless they are given special permission

• The hotel employees should not visit the public guest
rooms or attend any function unless they are given special
permission to do so.

• Relatives and friends of the hotel employees are not

recommended to wait for them in the hotel premises.

GENERAL RULES FOR ALL
HOTEL EMPLOYEES

• When the hotel employees are not on duty, they should
not group together in corners and talk or gossip.. They
should stand or sit at their stations ready to serve or assist
the customers, or help their co workers to complete their
side work. • All hotel employees should be honest in every
way.

• They should not take money, food, supplies or time

that is not theirs. They should not leave before departing
time

• They should not try to shirk their responsibilities or waste
time

• All hotel employees should be loyal to the hotel.

GENERAL RULES FOR ALL
HOTEL EMPLOYEES

• They should not criticize the hotel or the staff. Hotel
employees should all help to build a good public
image of the hotel.

• Hotel employees should report all accidents immediately
to the head of department or supervisor concerned.

• Hotel employees should hand in straightaway all lost
articles to the head of department or supervisor concern.

• Hotel employees should never smoke in the dining room,
kitchen and all' no smoking" areas.

• Hotel employees should never chew gum or nibble food
while on duty.

• All hotel employees should help to keep the hotel clean.

HOTEL
MANAGEMENT
SOFTWARE
SYSTEM

A good Hotel Management
Software system will be able to
seamlessly connect to other
systems related to the core
business (SEAMLESS
INTEGRATION) such as the
following ERP systems.

• CLUBmanager membership and loyalty administration, recreational activities
and wellness management
• PHONEmanager telephone call and billing management
• FAXmanager facsimile transmission and receiving with scheduling and status
management
• INNsync data synchroniser linking offices across geographic boundaries
• CIMSOweb on-line customer profile management and activity scheduling
• Restaurateur food and beverage (F&B) points of sale
• SHOPkeeper retail points of sale for shops and superettes
• GOLFmanager T-bookings, green fees and competition scoring
• SPAscheduler SPA and wellness management
• INNkeeper lodging reservations, room rates, front office and City Ledger
management and control system

FRONT OFFICE
DEPARTMENT

PROBLEMS

AND HOW TO
DEAL WITH THEM

When a guest enters your
office, the last thing you
want for them is an
unwelcoming experience.
The front desk is the first
place your guests see. The
experience needs to be
pleasant and easy. Before
you can fix the problems,
you have to recognize what
they are. Then, it is relatively
simple to make your
corporate front desk
experience organized and
friendly.

THESE ARE FIVE OF
THE MOST COMMON
PROBLEMS AND HOW

TO BEST DEAL WITH
THEM :

1.Relying on Paper to Track Guests

Corporate settings generally have busy front desks. The best way
to manage

who is coming and going is by using Visitor Management Software.
They can be used with a manned or unmanned front desk.
Without software, the only person who knows who is entering and
exiting the building is the front desk host. That doesn't help
anyone, especially the people who are meeting with the guests. All
too often, no one checks the paper logs and the logs end up in a
closet where they gather dust for years.

THESE ARE FIVE OF
THE MOST COMMON
PROBLEMS AND HOW

TO BEST DEAL WITH
THEM :

2.Lack of Security

Without visitor management software, the only tracking of guests
is done through paper. Since the guest book sits at the front desk,
no one in the office knows who is entering the building. This
creates a potentially dangerous environment for everyone in the
office. When visitors check in on an app, necessary employees are
alerted and security can be boosted. Front desk security can even
be extended into WiFi password scrambling that will certainly
keep people off the streetfrom accessing information.

THESE ARE FIVE OF
THE MOST COMMON
PROBLEMS AND HOW

TO BEST DEAL WITH
THEM :

3.No Information Available for Guests

When guests arrive in an office, they need information. This can
include a map of the facility, WiFi passwords, restroom locations,
and parking validation. When nothing is available, guests do not
feel welcome. Often, one person is responsible for giving out all of
this information and it can be time consuming, causing backups at
the front desk. Organized front desks use apps to help guests
make their way through the building.

THESE ARE FIVE OF
THE MOST COMMON
PROBLEMS AND HOW

TO BEST DEAL WITH
THEM :

4.Too Much Guest Independence

Without information or apps, guests have to figure out what to do
on their own. While guests should have the necessary information
they need to maneuver the building, they shouldn't be wandering
around without focus. Organized front desk services can keep
guests where they need to be.

THESE ARE FIVE OF
THE MOST COMMON
PROBLEMS AND HOW

TO BEST DEAL WITH
THEM :

5.Employees on the Phones

If you have a guest host at the front desk, that employee needs to
have top notch phone training. All too often, front desk hosts are
on the phone with employees, guests, or customers; therefore,
they're technically unavailable for people who are waiting at the
desk. It is also important that front desk employees are not on
their personal cell phones in private conversations. No guest wants
to wait to talk to a host who is chatting on the phone. With good
training and an exceptional phone service, the front desk host can
stay focused on the people in the entryway.

Uniform Design.

Ga mes Bell Boy execute porter and
other lobby services as
TRUE determined by the
management during the day
OR and night shift

FALSE True False

Matrix Organizational Chart Getting into work
is a structural chart with late and leaving
primary and leading positions work early
at the circle's core and the less
important ones coming after, True False
forming a circle.

True False

Use the bathroom The general manager is the
in the guest room leader of all the departments
working in the hotel. He takes
necessary decisions for the hotel
and administers all the
performances of the
departments.

True False

True False

An swer Bell Boy execute porter and
other lobby services as
TRUE determined by the
management during the day
OR and night shift

FALSE True False

Matrix Organizational Chart Getting into work
is a structural chart with late and leaving
primary and leading positions work early
at the circle's core and the less
important ones coming after, True False
forming a circle.

True False

Use the bathroom The general manager is the
in the guest room leader of all the departments
working in the hotel. He takes
necessary decisions for the hotel
and administers all the
performances of the
departments.

True False

True False

BIBLIOGRAPHY

1.https://www.edrawmax.com/article/hotel-
organizational-chart.html
2.http://www.orgcharting.com/hotel-organizational-
chart/
3.https://www.edrawsoft.com/article/hotel-
organizational-chart.html
4.https://www.zippia.com/front-office-coordinator-
jobs/what-does-a-front-office-coordinator-do/
5.https://www.slideshare.net/sudiyanapetir/general-
rules-for-hotel-employees
6.https://enlistgroup.com/2019/10/03/
7.https://thesiliconreview.com/2019/12/5-common-
front-desk-problems-in-a-corporate-environment-
and-how-to-deal-with-them

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