Personal Assistant/Office Manager

Job Overview

The incumbent will be responsible for managing the office of the MD by providing administrative and office-related support to all Company staff.

Secretarial Support

1. Manage and coordinate schedules for the MD and Marketing and Sales Director.
2. Manage travel, accommodation, and other associated arrangements for MD, Marketing and Sales Director, and other senior COMPANY staff.
3. Act as documents custodian for MD and Marketing & Sales Directors.
4. Coordinate and prepare quality Board and Management meeting documents ensuring they are prepared to a high level, accurate, and distributed on time.
5. Ensure the availability of boardrooms/meeting rooms as required for the MD and her visitor(s), setting room venue and communicating to other attendees.
6. Design and manage all administrative policies relating to Administration; seek approval and implement.
7. Conduct daily/weekly diary meetings with the MD to discuss upcoming engagements, invitations, and other requests.
8. Minute management and staff meetings as required.
9. Complete typing of documents and letters as required.

Customer Liaisons

1. Manage security and related arrangements for MD, Marketing & Sales Director, and other senior COMPANY staff members’ external visitors.
2. Liaise with COMPANY customers ensuring effective “gatekeeping.”
3. Receive requests, listen and interpret their nature, and direct requests to the relevant party if appropriate.
4. Schedule appointments with MD where applicable.
5. Liaise with MD where sensitivities might exist and follow instructions accordingly.
6. Follow up on behalf of MD on the timely delivery of outstanding tasks.
7. Identify, evaluate, and recommend office equipment (e.g., company cellular devices, printers, binders, etc.).
8. Manage contact between COMPANY and Service Providers.

Office Support

1. Manage and account for all office furniture, equipment, and security, including all access keys and emergency procedures (Asset Management).
2. Order office supplies as required.
3. Manage and coordinate catering and refreshments for meetings as required.
4. Arrange for the cleaning and maintenance of offices.
5. Manage office space and parking allocations and utilization.

Document Control and Quality Assurance Coordination

1. Ensure development, effective implementation, and maintenance of the QMS.
2. Manage and control Office’s documents and filing system in line with COMPANY Quality System.
3. Ensure quality documents are reviewed as per the quality management system.
4. Complete administration relating to COMPANY SHEQ targets and requirements.
5. Draft appropriate policies and procedures relating to office administration.
6. Design and implement a commercial contract management filing system.
7. Ensure that the commercial contract management filing system is maintained and up to date.
8. Define procedures for contract retention and ensure protection and security of contracts.
9. Transfer and dispose of contracts according to retention schedules and policies.

Human Resources

1. Manage leave administration.
2. Provide a climate of sustained high performance and healthy competition by applying wellness initiatives and team building.

Financial Management

1. Manage and issue petty cash.
2. Process and quality check travel claims.
3. Submit all office expenditure to the accounts department on a monthly basis.

Coordinate Ad Hoc Projects

1. Understand the scope and objective of projects (e.g., Supplier Forum).
2. Use in-house resources and expertise to assist.
3. Understand the exact brief of the project, budget, and timelines.
4. Ensure timely, accurate, proactive delivery of tasks.
5. Formulate project steps and intermediate milestones.
6. Take appropriate actions, achieving milestones and reporting back to the sponsoring manager as required.

Qualifications

Assertiveness (interactions with different disciplines, cultures, and organization levels), deadline-driven, decisive, self-driven, goal-oriented, ethical, and trustworthy. Computer literacy (MS Office), good verbal and written communication skills, ability to work under pressure, good interpersonal and organizing skills, and willingness to work overtime with short notice. Must be able to work independently and as part of a team. Grade 12 coupled with a Secretarial Diploma, preferably with Professional Association membership. Five to seven years of Executive PA/Office Management experience.