Office Administrator at Marriott International

Position Summary

• The Office Administrator provides vital administrative, HR, and operational support to ensure the smooth functioning of Protea Hotel Tyger Valley. This role supports the General Manager and the senior leadership team through effective coordination, compliance oversight, and accurate documentation management. The Office Administrator upholds Marriott International standards, ensures statutory and brand compliance, and delivers efficient support to associates and departments across the hotel.

Critical Tasks

Executive & Administrative Support

• Manage the General Manager’s diary, meetings, appointments, and correspondence.
• Prepare supporting documentation and monitor follow‑up actions.
• Provide comprehensive administrative support to senior management and operational teams.
• Manage office supplies, stationery, and administrative resources while adhering to purchasing controls.
• Coordinate service contracts for office equipment (e.g., printers, stationery vendors) in line with procurement procedures.

HR Administration & Onboarding

• Coordinate recruitment administration, including interview scheduling, reference checks, and MIE verifications.
• Prepare onboarding packs and ensure all new hire documentation is accurate and complete.
• Conduct staff and student inductions aligned to Marriott standards and TakeCare culture.
• Maintain confidential and compliant employee records according to legislation and brand requirements.
• Respond to associate HR and admin queries in a timely and professional manner.
• Support HR reporting, filing, and compliance administration.

Training & Development Coordination

• Coordinate internal training schedules and logistics with relevant department heads.
• Maintain training attendance registers and upload records onto Marriott learning platforms (e.g., DLZ).
• Track and ensure completion of all mandatory training for associates.
• Support leadership in driving training compliance and development programs.

Associate Engagement & Recognition

• Coordinate associate engagement and TakeCare initiatives (birthdays, long-service, staff events, surveys).
• Assist in distributing internal communication, event notices, and engagement materials.
• Support the hotel culture by living and promoting Marriott’s core values and TakeCare philosophy.

Operational Support

• Maintain staff schedules, duty rosters, and internal operational reports.
• Update and maintain the hotel organogram to reflect structural changes.
• Manage uniform ordering, distribution, and inventory control.

Compliance, Audits & Statutory Requirements

• Ensure all statutory compliance documents are valid, up-to-date, and properly filed.
• Track and manage internal audit requirements, ensuring corrective actions are completed.
• Prepare documentation for internal, external, HR, Health & Safety, and compliance audits.
• Handle sensitive information with strict confidentiality and discretion at all times.

Health, Safety & Security Administration

• Support the Health and Safety Team with record‑keeping, training schedules, and compliance monitoring.
• Maintain incident reports, safety registers, and emergency contact lists.
• Assist in coordinating fire drills, contractor inductions, and safety-related communication.

Systems & Technology Administration

• Support user access changes and permissions for relevant hotel systems (e.g., Opera, Micros, etc).
• Maintain updated logs for system users to ensure PCI and data protection compliance.

Projects & Continuous Improvement

• Support the General Manager with hotel-wide initiatives, projects, and performance documentation.
• Assist in preparing presentations, reports, and dashboards for monthly meetings.
• Contribute to process improvements, operational efficiencies, and administrative best practice.

Critical Competencies

• Strong organizational and multi-tasking abilities
• High attention to detail and accuracy
• Excellent written and verbal communication
• Ability to manage confidential information with professionalism
• Strong interpersonal and customer service skills
• Proficiency in Microsoft Office Suite
• Ability to work under pressure in a fast‑paced environment
• Strong understanding of HR and administrative compliance

Preferred Qualifications & Experience

• Matric / Grade 12 (required)
• Administrative or HR-related qualification (advantageous)
• 2–3 years’ administrative experience, preferably in hospitality
• Experience with HR processes, timekeeping systems, or compliance reporting (advantageous)
• Familiarity with Marriott systems, policies and procedures are beneficial.