WHAT IS THE ORGANIZATION CHART OF A HOTEL LIKE? (AND ITS FUNCTIONS) - JOB - 2025

The organization chart of a hotel represents the jobs that a hotel needs to carry out its work processes, mission, vision and values. Every hotel, be it small, medium or large, needs an organizational structure to carry out its daily operations.

The organization chart is used to help divide tasks, specify work for each department, and delegate authority within and between departments. It is useful for people who work in the organization, but also for candidates, new employees, investors, collaborators and others.

The above organization chart is typical of a 5-star hotel, although a 4-star hotel may have the same number of departments or more. The number of stars can be lowered or raised independently of the number of departments.

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

The number of apartments will vary depending on the services the hotel offers. A 5-star luxury hotel may have tourist services for clients, a gym, a swimming pool, tennis courts, a SPA, a disco… Another smaller hotel will not have these additional services and therefore will not need as many employees, reducing the number of departments.

The most common senior positions in a hotel are: manager, marketing manager, accounting manager, personnel manager, engineering manager, purchasing manager, room manager, and restaurant manager.

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

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

Normally, the person in charge of carrying out the organization chart in a company is the Human Resources director.

In addition to the organization chart, you will need to have the jobs well defined in the "job description" so that the functions of each employee are well defined. 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 human resources functions, especially smaller hotels that are not part of hotel chains.

Common jobs in a hotel and their functions

1- General Manager / Hotel Director

It is the position of greatest responsibility:

• He is in charge of the administration, control and development of the hotel, verifying that all other departmental areas are working in the best possible way.
• Define company policies and objectives to be met.
• Verify that each department is meeting the objectives set, providing excellent quality of service.
• It manages the management of human resources, marketing, security, quality and coordination of all the necessary aspects for the correct operation of the hotel.

2- Sales manager

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

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

Sales assistant

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

The rooms department is the one that will be in charge of capturing reservation requests and customer service for this purpose, as well as controlling checks and payments for them.

You should also supervise that the rooms are clean, working closely with the receptionists and housekeepers.

They are tasked with determining room availability and taking and confirming reservations.

The reservation supervisor or manager is in charge of directing the good performance of the department and the reservation agents perform the functions of handling reservations through all the different means that arrive (media, group reservations, online, tours, operators, etc.), manage the money from the corresponding deposits and guarantee the reservations made.

Sales executive

It is one of the most important jobs because you are in charge of a portfolio of sellers to whom you must tell them what to do.

He is responsible for what each of his employees does, he must know the movement of all the accounts and if there is any problem with them, he must take responsibility for it.

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

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

3- Service manager

He is in charge of supervising the service department:

• Control costs.
• Get a loyal clientele.
• Promote good relations between employees.
• Solve the doubts and concerns of services of all clients.
• Meet sales targets.
• Lead by example by following ethical standards.
• Make sure 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 it is in control of administrative matters, it must agree with the Director General how matters will be distributed and inform him about the different stages and events related to them.

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

It supervises the management of financial resources, coordinates the trusts regulated by the government, supervises the processes related to the administration of personnel.

Regards and maintains the supply and acquisition of material resources, assets and general services of the corporation.

Business strategies

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

His main function focuses on direct responsibility for the company's sales activities, marketing management, promotion and distribution, planning sales, organizing the different distributions.

Assign objectives to meet with respect to sales according to products and areas, create strategic plans to improve the success of the company, study the customers and locations that may be more suitable to promote.

It fosters an atmosphere of teamwork by promoting the sales spirit of the personnel in charge.

Analyze the possible causes of problems and customer complaints.

Design policies to determine prices and conditions of sale.

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

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

Comptroller and accounting

Department in charge of analyzing and controlling financial and accounting operations.

It is also dedicated to the preparation of annual budgets, income forecasts, financial statements, creation of reports on the financial situation, attend 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 necessary goods for the establishment to function effectively.

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

This charge 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 information technology 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- Assistant manager

He is in charge of fulfilling all the manager's duties when the latter is absent.

In general, he does not make important decisions without first consulting with the manager, but he does have decisions about routine and common matters that may arise in the normal operation of the hotel.

You must be trained with all the information and knowledge necessary to assume such an important position, know all the functions, the personnel, their tasks, replacements, etc.

In addition, the knowledge of the legal norms is something that cannot be lacking to avoid getting in trouble with the law.

You need to solve quickly and have a plan B for everything in case things don't go as expected.

Quarter Division Manager

His job consists of planning, supervising and controlling that each and every one of the operating policies related to his area are 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 pertaining to your area.
• Coordinates with the maintenance manager the correct performance of their tasks.

Head of reception

Organize and control the tasks of the reception department:

• Create the schedule of the staff in your charge.
• Manage complaints.
• It communicates with the other departments if necessary.
• They take care of customer service and resolve any questions or concerns.
• He is the main 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 mainly responsible for cleaning the entire establishment: both the common areas of the hotel and the corridors, offices, rooms, etc.

This position is extremely important because cleanliness is the calling card of a hotel, a large part of the success or failure depends on this.

You must receive training, the employees must be friendly and transmit warmth to the guests.

Food and beverages manager

He is in charge of supervising the preparation and decoration of each of the dishes and beverages that are prepared in the hotel's kitchen area, following the recipes and standards previously established by the hotel.

Ensure the correct performance of the functions of the other employees, good handling of supplies, prevent material from being wasted, prepare the menu, supervise the area of ​​desserts, liquors, general inventory, etc.

You must make the necessary purchases and control the warehouses.

Be in control of all the personnel under your charge.

Captain of customer service

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

• Receive the customer.
• He accompanies him to the table.
• Get suggestions.
• Dismiss the diner.
• Check that everyone is doing their jobs.
• Check the supplies.
• Help waiters if necessary.

He is in charge of controlling the staff, creating the menus, monitoring the rational use of raw materials and other goods, controlling the output and quality of the dishes, determining the working hours of the other workers in his charge.

General services manager

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

Take all the necessary measures to maintain and improve the architectural conditions of the property.

Administration of basic services, support the areas that comprise it, safeguard the security of the property and its occupants, operate the safety and hygiene commission.

Maintenance manager

• You must fix all problems in record time so that production is not interrupted.
• You must organize and coordinate maintenance work orders for all personnel in your charge.
• Coordinate the delivery and receipt of the materials necessary to carry out maintenance work.
• Verify the order and quality of the work carried out.
• Authorize the removal of materials stored in the warehouse.
• If necessary, it must 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.
• Make safety plans.
• Inspect the team.
• Monitor systems.
• Ensures the safety of customers and employees.
• Prepare reports on everything that has been done and has happened.
• Parking control.

Garden Manager

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.

• You must maintain a favorable work environment.
• Organize the HR subsystems.
• Mediate conflicts between employees.
• Ensure the welfare 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.

It also carries out audits and inventories for the correct and effective control.

Accounting assistant

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

• Inventory management.
• Services pay.
• Tax returns.

Administrative Assistant

Its main functions are:

• Processing correspondence, receiving documents, answering calls, visits, filing documents, processing files, keeping the agenda up to date, etc.

Another scheme is: