Job Description

1. POSITION DETAILSPosition Title:Office ManagerReports to:ESA HR Operations & Performance ManagerDepartment:Human ResourcesPeriod:Full Time EmploymentLocation:BryanstonCLOSING DATE:31st October 2024INTERNAL / EXTERNAL VACANCY1. POSITION DETAILSPosition Title:Office ManagerReports to:ESA HR Operations & Performance ManagerDepartment:Human ResourcesPeriod:Full Time EmploymentLocation:BryanstonCLOSING DATE:31st October 20242. JOB PURPOSEThe Office Manager role ensures the smooth operation of the office. The role works closely with Human Resources and Communications department following directives in a support role. They ensure communication between all relevant parties and include administrative functions, budgets, supervising projects in progress, arrangement meetings, presentations, and training. They provide support to ensure aspects of a project are dully attended to and completed at the right time3. KEY RESPONSIBILITIES/KNOWLEDGE/SKILLS

• Provide comprehensive administrative support to the office, scheduling meetings, and coordinating travel arrangements.
• Oversee office operations, ensuring a well-organized and efficient work environment.
• Prepare and edit correspondence, reports, and presentations with a high level of accuracy and attention to detail.
• Handle confidential information with discretion and professionalism.
• Coordinate and manage special projects as assigned.
• Serve as a liaison between executives and internal/external stakeholders.
• Maintain office supplies and equipment, ensuring everything is in working order.
• Assist in organizing company events, meetings, and conferences.
• Perform other administrative duties as required to support the executive team.
• Project controlling tasks including reporting/statistics. Compilation and maintenance of consolidated action items/task lists. Preparation of meeting packs, and all secretarial duties as required including management and oversight of document repository on OneDrive.

Coordinate and manage special projects as assigned

• Assist project managers in development of project plans, timelines, and budgets
• Maintain project documentation, including project charters, schedules, and budgets
• Communicate project progress to project managers and stakeholders
• Coordinate project meetings and take minutes
• Monitor project risks and issues and escalate to project managers as needed
• Track project deliverables and timeous completion within budget
• Maintain project files and records in accordance with company policies
• Provide administrative support to the project team as needed

4. QUALIFICATIONS, EXPERIENCE AND SKILLSEducation

• A National Diploma Qualification in Office Management OR NQF Level 6 qualification in Office Administration/and or Similar Qualification.
• Knowledge working with CIPC and other company secretarial tools would be an advantage.
• Familiarity with project management tools and software.

Experience

• A minimum of 5 years' experience in office administration
• Good knowledge and understanding of project administration

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, SharePoint (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• High level of professionalism and discretion in handling confidential information.
• Strong problem-solving skills and attention to detail.

Language

• English

ENGIE Southern Africa (Pty) Ltd is committed to equality, employment equity, and diversity. In accordance with the employment equity plan of ENGIE Southern Africa (Pty) Ltd and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups. ENGIE Southern Africa (Pty) Ltd reserves the right not to make an appointment to the posts as advertised. Candidates with disabilities are encouraged to apply for positions.Business Unit: T&GDivision: T&G AMEA - South AfricaLegal Entity: ENGIE Southern Africa (Prioprietary) LimitedContract Type: PermanentJob Type: Full - TimeProfessional Experience: Skilled ( >3 experienceEducation Level: Technical College Diploma

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