Management Assistant at Vopak

Start your career as an Management Assistant at Vopak and contribute to social themes such as energy security and energy transition. We offer you a working environment that is safe and pleasant and where equality, diversity and satisfaction are of paramount importance.

As an Management Assistant you will build together with all your colleagues in South Africa on our ambition to be the best in Port at leading locations. Vopak South Africa is a growing company and major investments have been done. As an Management Assistant you will join our motivated team in South Africa at Vopak Terminal Durban to optimize the use of the infrastructure and contribute to a culture of being proud to work for this growing company.

Ready to develop yourself and make a positive impact? Improve the world and start as Management Assistant at Vopak.

What will you do as an Management Assistant?

To provide an efficient and responsive administrative, organizational, and logistical service to the Vopak Lesedi Terminal Management. The Management Assistant will be responsible for providing full secretarial assistance to the management team to ensure a high level of service is maintained.

To demonstrate the ability to effectively plan and organize, own workload and the initiative to resolve issues quickly in an appropriate manner.

Administration

• Screen reporting manager’s phone calls and re-directing the calls in the case where another person within the Company can be of assistance.
• Diarize all requests and/or actions that are received, either by e-mail or by telephone, and follow them up as far as possible, alternatively keeping the Management Team informed so that action can be taken.
• Assists the Management Team with adhoc administration duties.
• Assist with the development and management of the office budget.
• Track and monitor office expenses.
• Creating and managing purchase orders, ensuring accuracy and completeness
• Verify invoices for accuracy, ensuring they align with purchase orders, contracts, and agreements before processing for approval.

Diary Management

• To manage the reporting manager/s electronic diary, making the reporting manager/s aware of all functions, appointments and meetings they are required to attend.
• Managing the electronic diary for all Boardroom bookings.

Correspondence

• Wherever possible, to compile correspondence and in the case of one party’s absence make sure that mail and e-mails are re-directed to the correct person/s, answered on their behalf – if possible, and generally kept up to date.
• Word processing requirements for the Management Team.
• Compile minutes in respect of Management Team Meetings and any other meetings should they arise.

Filing and Record Keeping

• To create & maintain the Filing System as well as the reporting manager’s personal filing system and ensure that they are maintained at all times.

Travel Arrangements

• Organize all the necessary travel arrangements and preparing travel itineraries

Meeting Coordination

• Organizing and coordinating meetings for Management / Staff Team Buildings.
• Coordinate all meeting requirements an organized and timely manner.
• Coordinate and arrange all refreshments for meeting and or training.

General

• Manages the ordering of stationery
• Coordinate meetings with staff ensuring that all work are up to date
• Coordinate meetings with contracting company
• Monitoring and Management: Track contract performance, monitor compliance, and address any issues or changes that arise. 
• Manage all administrative tasks within work scope

• A market-based salary that is commensurate to your knowledge & experience, coupled with attractive bonuses
• Relevant and competitively placed allowances
• Various growth & developmental opportunities
• Disability & Risk Insurance that is fully subsidized by the company
• Group Medical Aid where Vopak pays 50% of the nominal costs
• Excellent Retirement Scheme funding through our Group scheme Retirement Fund
• Wellness Agenda that authentically connects and cares for our people and promotes work/life balance
• Great working environment & a diverse and inclusive culture

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