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