Office Manager - Information Management at Exxaro Resources

PURPOSE:

• Participate as an active member of the team by performing diverse administrative duties and overseeing the day-to-day operations of the team, office, and/or workplace. Work with team members in planning, prioritising, and organising time and tasks to meet team deadlines.
• Ensure that the office functions smoothly and efficiently, facilitating effective communications internally and externally, and allowing the broader team to focus on their core accountabilities and assigned projects.
• Serve as a central point of coordination and support for the team, helping to create a well-organised and productive work environment.
• Coordinate and track queries and the progress of strategic initiatives and projects.
• Provide a full suite of administrative, logistics and research support to the head of the department and the team ensuring they’re prepared for daily events and informed of relevant business developments.
• Assist in the preparation of and coordination of meetings, workshops, presentations, including following up on recommended actions or next steps.
• Build and maintain positive relationships with internal and external stakeholders, particularly in the distribution of communication to other departments and business areas, fielding, following up on, and providing feedback on all queries relevant to the team.
• Plan and arrange detailed travel plans and itineraries, including compiling documents for travel-related meetings and accompanying line and team managers when requested.
• Assist in monitoring and managing the team's budget.

MAJOR CHALLENGES:

• Working in a fast paced, dynamic and often deadline driven environment, requiring the ability to adapt to changing organisational dynamics and effectively prioritise tasks and time management to address various administrative duties, team needs, and unexpected issues.
• Communication, conflict resolution and team cohesion challenges related to working with a diverse group of employees, with different needs, personalities, and work styles.
• May need to facilitate difficult conversations and ensure a positive and inclusive work environment.
• Staying organised and ensuring all tasks are completed accurately and on time.
• Staying up-to-date with evolving business developments and strategies.
• Staying compliant with various regulations, such as labour laws, health and safety regulations, and data protection laws, is critical.

Minimum Requirements    

QUALIFICATIONS:

• Grade 12/Standard 10 English (Essential/Minimum and)
• Certificate Business Administration (Essential/Minimum or)
• N Cert: Secretary Office Administration (Essential/Minimum or)
• Diploma Office Administration (Essential/Minimum)
• B Degree (Relevant) (Recommended/Desirable)

EXPERIENCE: 

• 3 years Proven experience and track record of successfully managing administrative, coordination, research, and analysis aspects in a corporate setting. Proficient in the use of communication and collaboration tools, such as MS Office Suite, document management systems and databases. Strong interpersonal skills with ability to foster effective communication and collaboration within the team and the organisation. Ability to work closely with other departments to support cross- functional projects and initiatives. Strong planning, organising and integration skills, with proven ability to manage multiple projects and prioritise tasks effectively. Ability to work independently and in a team environment.  (Essential/Minimum)    Team Member

REQUIREMENTS: 

• Psychometric Assessment (Essential/Minimum)
• Certificate of Fitness (Essential/Minimum)

Duties & Responsibilities    

Administrative and Support Services    

• Provide comprehensive administrative and support services to line manager and other team members within the department daily.
• Handle email and correspondence and ensure effective communication within the office.
• Manage and organise schedules, appointments, and meetings for line manager and team members.
• Prepare and distribute agendas, take meeting minutes, and follow up on action items.
• Assist in managing email correspondence and communications, resolving issues where possible and acting as a gatekeeper when necessary.

Budget Management    

• Assist in monitoring and managing the team's budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.

Communication and Cross Functional Coordination    

• Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
• Collaborate with other teams to support cross-functional projects and initiatives.

Compliance, Governance and Assurance    

• Comply with applicable processes, procedures, statutory laws and Regulations.
• Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
• Ensure level of authorisations are applied within applicable processes.

Data and Document Management    

• Maintain and organise important documents, presentations, and reports in both accessible formats.
• Implement document version control and ensure the security and confidentiality of sensitive information.
• Support the development, implementation and change management requirements for new information management systems and processes within the team.

Event Planning and Coordination    

• Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
• Collaborate with other departments to execute strategic team events.

Facilities and Office Management    

• Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
• Manage office supplies and equipment, coordinating with vendors for replenishment and maintenance.
• Handle incoming and outgoing mail, packages, and deliveries as needed.