PRE-OPENING CHECK LIST

Hotel Name: Jaya House River Park

Location: River Road, Treang Village, Siem Reap, Cambodia
Opening Date: November 1, 2016
KEY WORDS
OW
MD
HM
CE
EC
EX
FC
FBM
FOM
FOHM
HRM
S&M
ALL

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Owner
Managing Director
Hotel Manager
Chief Engineer
Executive Chef
Executive Housekeeper
Financial Controller
Food and Beverage Manager
Front office Manager
Front of House Manager
Human Resources Manager
Sales Manager
ALL CONCERNED

General
By MD and HOD

Start Date

Prepare JD and Training Manuals

Opening OE (Operating Equipment) List
Managing Company Contract
GM reporting line SOP
Office Locations:
GM and Secretary
Front Office Manager
Housekeeper
Personnel Manager
Finance Manager
Purchasing and Receiving
Chief Engineer (in Engineer workshop)
Chef
F&B Manager
Pre-Opening Office Space (at 1920 Hotel as of 1 August 2016)
Consider adding on:
Staff Canteen with own kitchen
Coffee station in the main restaurant
Hot and Cold Kitchen in the same floor

1 August 2016
Oct 15
DONE
31 Aug 2016
DONE

DONE
DONE
TBA
TBA

River Road, Treang Village, Siem Reap, Cambodia

Staff parking area (in front of Back Office)

Uniform Room (confirmed)
Engineer workshop (confirmed)
Training Room (Confirmed)
Shaving Mirror in staff rooms (Yes confirmed)

QUESTION TO OWNER
By Whom By When
To Be Advise
To be advise

GM
By Kol
Inspect Competitors hotels
Prepare Business Plan with concept, facilities etc
Prepare 10 years cash flow and 1 year budget
Establish opening staffing guide
Establish opening date
Detail opening program
Establish gifts for opening guests
Calculate pre-opening budget
Vision and Mission (work together with MD)
Executive Orientation (Once HODs Joined)
Standard Font to be used in Hotel
Prepare Duty Manager Check List
Prepare Morning Brief Agenda
Prepare what has to be on website (By MD)
Dep. Head day off plan
Prepare Authority Level
Select Hotel Logo and wording
Develop Outlet Logos (Restaurant, Spa, Sky Barect.)
MASTER Hand Over List ( Building From Owner )
Verify Out-door signage
Verify In-Door Signage
Prepare Organization Chart for Hotel (incl. Departmental)
Establish Soft Opening Meeting
Start Department Head Meetings
Start S&M Meetings (together with MD)
Develop Hotel Stationary Branding (by Justin)
Recruiting HODs
GM
FOHM
HKM
Chief Eng

DONE
DONE
DONE
DONE
DONE
TIME LAP

Start Date
Oct 1
DONE
TBA
done
done (Nov 1)
Oct 1
Oct 1
August 20
Sep 1
Sept 15
Done
Oct 1
Oct 1
On Processing
Oct 1
Sept1
DONE
Sept 1
August 20
Oct 10
Oct 10
Aug 15
Sept 20
Sept 20
Sept 25
Aug 8
Aug 1 (start date)
Sept 15
Sept 15
Sept 15

River Road, Treang Village, Siem Reap, Cambodia

HRM
S&M Manager
Chef
F&B M
Spa Manager

Sept
Sept
Sept
Sept
Sept

15
15
15
15
15

Finance
By Sopheap

Starting Date

Develop SOPs
Prepare all necessary Forms back of house
Prepare monthly report Standard
Hotel Insurance (incl. 3rd. party)
Daily Report Samples
Establish working capital arrangements
Break down pre-opening budget
Establish and verify accounting equipment requirements
Establish accounting systems:
Computer
Manual
Open bank account
Establish rate of foreign exchange
Prepare Petty Cash Procedures
Inventory Check lists all Departments
Prepare Purchase Procedures and Policies

Aug 1
Sept 1
Oct 1
Oct 1
Oct 1

Housekeeping
By Whom By When

Starting Date

Prepare SOP
Prepare Laundry List
Baby-sitting form
Master Key request form
Uniform Master List
Room Checklist for all categories
Pest Control Contract to source
Prepare Amenities List in Room

DONE
DONE
DONE
TBA
Oct 1
Oct 1
Oct 1
Aug 20 (Done)

HK Printing Materials with Logo

Soap 25grams.
Room Amenities box
Laundry discrepancy note (to inform Guest)
DND/Make up Room cloth sign
Good night card
Laundry List
Laundry bag
Shoe Shine Bag

Starting Time
Sept 1
Sept 1
Sept 1
Sept 1
Sept 1
Sept 1
Sept 1
Sept 1

Sept 1
Sept 1
Sept 1

Sept 1
Oct 25
Oct 1
Oct 1
Sept 1

River Road, Treang Village, Siem Reap, Cambodia

Front Office
By Front Office Manager

Starting DAte

Develop SOPs
Training Plan
Room Directory
Prepare VIP Chart
Amenities request form
Prepare COMP ROOM Form
Prepare departure letter
Prepare departure Check List
Prepare Guest complaint Template
Prepare Registration Cards

Sept 15
Sept 25
Oct 1
Oct 1
Oct 1
Oct 1
Oct 1
Oct 1
Oct 1
Sept 20

Front Office Printing Materials with Logos

Hotel Map of all Public Areas and Facilities.
Check in-out Folder
Key Card Holder
Hotel Name Card with Map
Note Pad.
Luggage Tag.
Miscellaneous Charge.
Tour Voucher.
Rebate Voucher.
Paid Out Voucher.
Guest Registration Card

Oct 1
Oct 1
Sept 1
Oct 1
Sept 1
Sept 1
Oct 1
Oct 1
Oct 1
Oct 1
Sept 1

Electric Data Process

By Joe, Pedro and IT Manager
Set up Email Accounts for all staffs
Develop SOP back up plan and system
CCTV camera system and back up plan
Set up website:
- HTML
- Disclaimer and Terms of Use
- Loading rates and seasonal promotion rates
- Booking engine
- Packages
- Room category plans
- Spa link and menus
- Link for pictures to download or view
- Destination info
- Link page
- Blog page

River Road, Treang Village, Siem Reap, Cambodia

Spa
By Whom By When Spa Manager Confirmed

Starting Date

Prepare Spa Concept

Develop Spa SOP
Prepare Spa Menu
Prepare Spa FF&E
Prepare Spa Training
Printing Menu
Food and Beverage
By Whom By When as soon as F&B Manager Confirmed
Preparing SOP and Training Manual
Establish Par Stocks:
Beverages
Wines
Printing
Eng. Supplies
Chemicals
Prepare F&B Outlet Concepts
Prepare F&B Logbook Forms
Prepare Market List for Chef use
Prepare Store List (Dry; Beverage, Wine, General)
Prepare Food Menus and Recipes
Prepare Beverage and Wine List incl. Recipes
Prepare Cooking Class Concept
Prepare F&B Marketing Plan
Select Drinks Supplier and sponsorship
Prepare Sequence of Services
Develop F&B program all outlets
Finalize menu items and prices
Finalize F&B guest supplies:
Matches
Napkins
Table tent cards (drinks, menu)
etc
Establish operation hours of outlets
Design menu
Start food and beverage meeting
Present menu proofs
Establish serving procedures of outlets
Standardize recipes for kitchen staff
Take food display photos
Post recipes and photos in kitchen
Establish entertainment policy

River Road, Treang Village, Siem Reap, Cambodia

 Musician
Shows
Establish layouts all small function rooms
Prepare Meeting Packages for Sales and Marketing
F&B Printing Material with Logo (Maybe Not necessary)
Sugar (white and brown)
Creamer
Match
Engineering
By Whom By When

wait for Engineer

Develop SOPs and Training Plan

Sept 15
Prepare Weekly, Monthly, and Yearly Maintenance Plan
Oct 1
Prepare Telephone Extension List
Oct 1
Prepare Fire Manual and Evacuation system
Oct 1
Local suppliers for fuel
Oct 1
Tour entire site and issue report to GM
Nov 1
Photograph important duct and piping connections to be concealed
Locate suppliers for engineering supplies
Oct 1
Check light bulb inventory
Sept 15
Monitor progress and issue weekly report to G.M.
Witness all equipment tests. Record all essential data and compare against issues
document
Submit non-technical report of each test to GM
Test and operating certificates will be required on the following equipment and when
test are done:
Fire alarm system
Fire pumps
Smoke exhaust fans
Boilers and fuel system
Emergency generator
Kitchen hood extinguishing system
Elevators
Transformers and HV switch gear
Chillers
Hot water generators
Kitchen gas piping system
Kitchen hood exhaust system
Domestic water pumps
Domestic water treatment system
Water softeners
Dimmer systems
Audio and public address systems

River Road, Treang Village, Siem Reap, Cambodia

Folding and demountable partitions

Visit Chief of Fire Department

Sales and Marketing

By Whom By When S&M Selected
Prepare S&M Plan
Prepare Packages
Prepare Cancellation and no-show policy
Prepare RATE SHEET
Prepare pre-opening brochure
Prepare Fact sheet
Prepare Agent and tour operator database
Send out press release announcing contacts
Write expose of present picture of hotel business describing
Rate structure
Type of business
Restaurant business Proposal
Meeting Package business
Airline connections
Complete hotel competitors analysis
Establish room rate structure
Print invitations for opening
Prepare and print rate card
Advise when hotel accepting reservations
Send out press release announcing hotel-accepting reservations:
All agents
All media
Mail invitation for opening
Appoint local sales manager
Establish reporting date of sales manager
Arrange transportation of opening guest
Appoint local advertising agency
Develop press kit
Start advertising campaign
Develop sales form for:
Bookings
Cancellations
Amendment
Reservation Policy and procedure
Prepare function book
Start direct mail promotion
Create hotel newsletter
Develop seasonal / activity packages
Plan sales trips
Develop SOPs

River Road, Treang Village, Siem Reap, Cambodia

Local Sales and PR

By S&M
Invitation List for Soft Opening Activities
Visit local
Local agents and tour operators
Tourism Authority of Siem Reap
Human Resource Check List
By Whom By When
Prepare Staff Handbook for approval
General Staff Orientation including
Hotel Vision, Mission statement
Hotel Background
Staff Benefits (Medical and Healthcareetc)
Social Connectivity
Owner Info
Explain the Term and conditions of employment:
Compensation system
Benefit packages
Incentive compensation programs
Job flexibility
Apprentices and traineeship
English Class
Establish First AID SOP
Get Security Company and identify security spots and SOPS
Prepare Rules and Regulation Sops
Prepare benefit list for all levels
Prepare Manning Guide (workforce and salary scale)
Preparing Contract
By Whom By When
Government Organizations
Work permit
Labor book
Private insurance companies
Retirement plans
Life insurance
Medical
Travel insurance
Workers compensation

River Road, Treang Village, Siem Reap, Cambodia

Employee Area
By HRM
Employee entrance
Employee toilet
Employee locker rooms: Male / female
Employee clinic
Employee uniform room
Employee Canteen
Employee recreation
Fire exits
Fire points
Personnel and training office
Training room
Interview Process
By HR By When ASAP once HR jointed
Dates of soft opening and / or opening schedules
Job Announcement
Schedule and first interviews
Select and confirm appointments
Start dates for all employees
Employee meeting
Legal
By Whom By When
Appoint local lawyer
Verify and obtain operating licenses for
Hotel
Food
Liquor license
Entertainment
Ice making
Establish hotel vehicles / transportation service
Appoint auditors

River Road, Treang Village, Siem Reap, Cambodia