Girl Friday

Girl Friday / Reception

Opportunity to join a reputable and leading service provider in the Oil, Gas and Energy industry. Seeking an enthusiastic, quick learner with capacity for multitasking of various administrative duties combined with frontdesk and reception. Attention to detail and accuracy are pre-requisites. If you are a self-starter, have a keen interest to learn and want to broaden your horizons by joining a challenging and fast paced industry, this is the role for you.

**Requirements of Position**:

- Matric and 3+ years of work experience in admin/girl friday type role
- Well spoken with excellent English and Afrikaans
- Logical thinker, ability to work in a stressful environment, positive attitude
- Well versed with MS Outlook, Word and Excel

**Responsibilities**:

- Responsible for full Reception Function including switchboard, screen calling, taking messages, greeting visitors, managing boardroom bookings/time slots.
- Maintaining Leave Register & Leave Forms
- Supporting & Coordinating all Freight requirements from/to Cape Town office including shipping documentation (Commercial Invoice, Packing List), securing Waybills from freight forwarder, internal distribution thereof
- Managing of Office Supplies including Stationery and Canteen facility requirements, securing approval for purchase, place order with suppliers, monitor for delivery
- Oversee and coordinate cleaning of Cape Town office premises with selected cleaning service supplier.
- Support/Assist Recruitment & Services Manager with packaging of PPE for contractors
- Assist Compliance Manager with general admin when needed
- Responsible for maintaining up to date Registers for Quotations, Leave Register, Attendance records and Freight shipments of equipment & consumables including assignment of respective numbers to internal parties, follow ups to ensure folder on company system is kept updated by internal parties, monitoring records for completeness, closing folders on company system when completed.
- Copy, scan and store documents as well as create templates for future use
- Check for accuracy and edit files where needed, review and update folder documents, distribute related copies to internal teams, file documents in physical and digital records
- Retrieve files as requested by employees and clients
- Manage the flow of documentation within the organization
- Maintain confidentiality around sensitive information
- Provide additional administrative functions when directed by Operations Manager