Office Administrator (Sales & Marketing Department)

Function

The Office Administrator provides efficient administrative and operational support to the Executive Team at The Westin Cape Town. The role coordinates day-to-day administrative activities maintains accurate records supports internal processes and facilitates effective communication and follow-through across departments. The position requires strong organisational administrative and communication skills attention to detail and the ability to manage multiple priorities while maintaining a high standard of service.

CANDIDATE PROFILE

• Literacy in Microsoft packages
• Two to Three years experience in a similar position or in a secretarial position
• An appropriate recognized qualification would be advantageous

CORE WORK ACTIVITIES

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.
• Ensure uniform nametags and personal appearance are clean hygienic professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors.

Communication

• Effective communication problem solving decision making and conflict management skills
• Excellent telephone skills and etiquette
• Talk with and listen to other employees to effectively exchange information.
• Serve as a point of contact for clients and communicate with them by phone and email to respond to questions and requests
• Address guests service needs in a professional positive and timely manner.
• Actively listen and respond positively to guest questions concerns and requests using brand or property specific processes to resolve issues

General Duties

• Prepare reports collection details and supporting documentation and coordinate related matters with clients and suppliers.
• Monitor screen respond to and distribute incoming communications ensuring that matters requiring attention are appropriately followed up.
• Prepare and distribute meeting agendas and minutes track action items and follow up on outstanding matters where required.
• Conduct research gather information and compile data for reports presentations and other management documentation.
• Coordinate travel arrangements for the General Manager Executive Team and hotel-related business requirements.
• Liaise with vendors and suppliers to coordinate service requirements deliveries and administrative arrangements.
• Manage purchase orders stock orders and related administrative processes ensuring accuracy and adherence to required timelines.
• Compile and reconcile monthly expense claims and travel claims for the General Manager and Executive Team.
• Coordinate and administer the monthly payroll process ensuring the timely collection processing and submission of relevant information.
• Compile Employee Self-Service (ESS) data and reports and communicate relevant information and results to hotel departments.
• Champion and coordinate specific tasks projects and initiatives assigned by the General Manager ensuring progress is monitored stakeholders are engaged and agreed deadlines are met.

• Undertake additional administrative and operational responsibilities as directed by the General Manager and Executive Team in line with business and hotel operational requirements.

  JRI & Marriott Business Council (MBC) Champion:

• Coordinate and manage JRI reporting activities including tracking submissions maintaining records and distributing monthly performance statistics to stakeholders.
• Support Marriott Business Council (MBC) and Next GEN administration by compiling reports preparing and distributing meeting minutes and communicating key updates.
• Maintain and update MBC resources and information platforms ensuring accurate documentation and effective information sharing.
• Design and develop communication materials (e.g. posters and promotional collateral) to effectively communicate initiatives events and key messages to associates and stakeholders.

Working with Others

• Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals
• Support all co-workers and treat them with dignity and respect.