Oryx Energies - Office Manager & EA
Oryx Energies is one of Africa's leading LPG distributors within the LPG Industry. We are a Swiss Multinational company with a leading footprint in Africa.
We are seeking a professional and experienced Office Manager & EA for our head office in Bryanston.
Duties & Responsibilities
Proficient management of the Head Office facilities and Executive Assistant duties to the Managing Director and Executive Leadership Team. To organize and coordinate administration duties and office procedures. Responsible for company travel. Create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Office Manager Principal Activities
- Responsible for the day-to-day operation of the Head-office site.
- Build and compile departmental budget, record monthly spend for reporting and ensure adequate control and budget monitoring is applied on General Services OPEX and Travel.
- Collaborate with HSSEQ to update and maintain office policies as necessary and ensure Health and Safety compliance with policies, systems, and procedures are in place such as inductions, permits, building compliance, and certification.
- Ensure that the head office site is compliant with Group and Local HSSEQ health and safety and welfare policies, and ensure site is audit ready for internal and external inspections at all times.
- Manage all external contractors and ensure services are delivered within scope and timeously.
- Manage all external service providers and review contracts to maximize cost-saving opportunities.
- Coach and mentor the General Services team in actioning tasks essential to providing support to OGSA teams and improving office efficiencies.
- Ensure that the travel desk, through the Office Administrator role, provides efficient, safe, and timely travel arrangements for all OGSA employees and guests.
- Assist in the onboarding process for new hires (allocation for access tags, seating, parking, etc.).
- Liaise with facility service providers, including cleaning, catering, and security services, when required to support a functional office environment.
- Support in-house or off-site activities with Marketing, relating to all OGSA celebrations and conferences.
Executive Assistant Accountabilities
- Work directly with the Managing Director and Senior Management team to support all aspects of their daily work routine.
- Maintain the MD’s calendar, including scheduling meetings, appointments, and travel arrangements (may include domestic and international). Exercise discretion in committing time and evaluating needs.
- Serve as a liaison and support the MD with various stakeholders, including industry relation management.
- Receive and screen the MD’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Assist in PMO (Project Management Office) activities and processes including coordination, monitoring, and communication of projects and programs managed from the Managing Director’s desk with regards to prioritization, initiation, and execution.
- Serve as a primary point of contact between the office of the MD and MD’s governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings as required.
- Keep the MD advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Compose and prepare letters relating to routine correspondence for the MD’s signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
- Support MD with external Industry events and required chairperson role.
- Ensure full compliance with ISO requirements on Management folder and related supporting documentation.
Other Responsibilities:
Being proactive and innovative, you are expected to be highly reliable, to search for excellence, to respect good governance and HSSEQ principles across the company and consider the company’s reputation at all times, particularly respecting the OESA Code of Conduct.
You are responsible for your personal results and do not hesitate to display a proactive and creative attitude with a particular commitment to teamwork.
Desired Experience & Qualifications
- Minimum Diploma in related field, Administration, Business, Secretarial, or related.
- Minimum 2-3 years of experience as a Management, Personal, or Executive assistant.
- Advanced and exceptional English Language Communication Skills (Read, Written, and Spoken).
- Advanced Microsoft Office Package Skills.
- Excellent written and typing skills.
- Ability to work with confidential information and maintain such confidentiality.
- Ability to work independently and under pressure, meeting the required deadlines.
- Personality qualities including honesty and reliability.
- Exhibits sound judgment with the ability to prioritize and make decisions.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high-level executives.
- A team player capable of cultivating productive working relationships across the business.
- Thrives in a fast-paced environment.
Package & Remuneration
Base Salary with Company contribution benefits - Medical Aid, Retirement Fund, Life and Disability Insurance.
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