Commercial Secretary

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Commercial Secretary jobs in Cape Town

Additional Information

Job Number

Job Category Sales & Marketing

Location Convention Square, Lower Long Street, Cape Town 8000, South Africa

VIEW ON MAP ( Full Time

Located Remotely? N

Position Type Non-Management

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.

• 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

• 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.

• 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

• 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.

• 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.

• 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…