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.