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.