ADMIN AUDIT - Hamilton - SafetyCulture

Information

Team appearance and professionalism and training

Team appears friendly and a high level of personal presentation is maintained. Uniforms complete, clean, and to site specification
Guest Feedback Forms are welcomed, actioned within 24 hours and logged in the Feedback Register. All forms that require an action/feedback are sent to the relevant department.
Staff are fully trained in the operation of the FMG supplied SAM's accommodation system.
Information boards and team messages are current and well organised which includes the daily weather.
Name badges worn or Name embroderred on shirt/jacket.

BBQ requests and VIP Function Requests and actioned immediately by forwarding onto the kitchen and following the "Request Procedure".
All residents are greeted in a friendly, courteous manner. Wait times are well managed. Residents waiting longer than 1 minute are acknowledged
All arrivals to sign Village Rules and Guidelines and given a copy. All new arrivals given a map of Village showing their room location, muster points and location of main facilities - (i.e.; Medical centre, Gym etc.) Room motelling arrangements are explained.
Register of complaints and complements received direct from residents to be recorded and weekly (Sunday) issued to FMG Village Supervisor.
FMG approved Room Move notices have been delivered to residents' room 24 hours prior to room move.
Team has a working knowledge of the Village operating hours - test with random questioning. (Meal and Tavern times etc.)

Daily snapshot sent to FMG. Information correct and sent to all Stakeholders by COB daily.
Updated registered guest list with vacant clean rooms provided for Security each night. Vacant rooms are to be checked and clean.
External Notice to displays - today's Weather forecast, after hours emergency contact numbers on external front doors - i.e. Village Security and ESO's.
Accommodation finals report completed and sent to flights team nightly and queries from flights team are responded to in a timely manner the following morning by 10:00am.
Billing sent to FMG within agreed time frames and questions and clarifications are supplied within 48 hours.

Rooms not occupied report completed and key board reflects the "clean vacant" and "dirty vacant" rooms to ensure an unclean room is not given out after hours.
Systems are in place to manage room keys to ensure that any lost keys have been followed up and replaced. To include, at a minimum, weekly auditing of reconciliation of keys.
Key Board reflects Double Rooms, Motelling Rooms and Managers room with an easily identified tag. Only under "bad weather" conditions are Managers' rooms to be used.

Locker records are accurate and locker register is well maintained
Lockers are subject to a full documented audit that confirms occupancy at least monthly.
Lost Property and Locker Clean Outs are managed well with nothing over three months in storage.
Replacement key register is in place for lost locker and room keys - funds collected are accounted for.
All overdue lockers are followed up within 48 hours of resident returning to site.
Systems are in place to manage lockers to ensure maximum utilisation. To include, at a minimum, weekly auditing procedures for lockers to include a reconciliation of keys.

Procedures are in place to ensure that all Administration staff understand the operation of the department.
Cyclone and "bad weather" procedures have been formalised to ensure that all staff understand their responsibility.

All offices to be kept organised and tidy, walls / windows/floors/desks/chairs and furnishings to be kept neat clean and organised
Reception and foyer area to be kept clean and organised.
Daily clean and polish of all furniture
General Meeting Room to be kept neat clean and organised.
Telephones handsets in office and booths to be wiped clean with approved sanitizer / cleaning agent

Workplace fire systems inspection - in place / functional / in date - evacuation plans displayed
One person from the workgroup is qualified to render first aid and rostered on at all times. As a minimum all department heads will be suitably first aid qualified.
Snake handlers onsite displayed with contact numbers. Snake handlers kit is complete and accessible
SWI library is current and accessible to all staff
Company policies, licences and certifications on display (Annually in July).
All training records of all safety, emergency procedures, including Cyclone emergency plan and fire fighting and other contract required training skills, licences and certification are current and available for inspection in a Central file.