Personal and Operational Assistant

Introduction

We are seeking a reliable, energetic, resourceful, and proactive  Operational & Personal Assistant  to manage a diverse mix of office operations, personal assistance, administration, and external logistics. This is a highly dynamic, "hands-on" role that entails a hybrid between office administration, external errands, and service provider management. You will serve as the primary gatekeeper for the office environment, manage personal tasks, and act as our representative when dealing with suppliers, public authorities, and external service providers, amongst others.

A dedicated company vehicle is provided for all work-related duties and errands

Primary Objective:  To act as the organizational and administrative primary support system of our office and executive operations. This role ensures the physical workspace runs well, handles both personal and professional logistics, and acts as a dynamic coordinator who manages and overcomes daily operational obstacles.

Core Responsibilities

Office Management & Maintenance

• Facility Care: Maintain a clean, organized, and welcoming office environment; monitor everyday office conditions and coordinate minor repairs or maintenance.

• Basic Maintenance: Troubleshoot minor, everyday building infrastructure issues before escalating to external contractors.

• Quality Assurance: Inspect and verify the correctness, completeness, and quality of work delivered by external contractors and service providers before signing off.

• Inventory & Supplies: Monitor, order, and restock office supplies, kitchen provisions, and printing consumables.

• Mail & Shipments: Fetch post from the post office, manage and coordinate courier deliveries and shipments.

Liaison & Executive Support

• Institutional Relations: Deal directly with municipal offices, utility companies, government institutions, and service providers to resolve administrative bottlenecks.

• Vendor Coordination: Act as the primary point of contact for external parties.

• External Communication: Handle routine inquiries from service providers and ensure contract obligations are being met efficiently.

• Special Tasks: Research unique problems (e.g., finding a niche contractor, comparing software tools) and present actionable options.

External Logistics, Errands & Shopping

• Routine Errands: Handle daily out-of-office runs including procurement of office necessities, dropping off or collecting, and/or visiting local service centres or authorities to submit documentation or manage accounts.

• Vehicle Administration: Manage the scheduling, servicing, cleaning, and fuelling of the company fleet or executive vehicles (including your assigned work vehicle).

• Procurement: Scout local suppliers to source materials, specialized goods, and/or supplies.

Procurement & Financial Administration

• Quote Management: Source, compile, and analyze competitive quotes from vendors and service providers to ensure cost-efficiency.

• Invoice Auditing: Check incoming invoices against quotes and service agreements for correctness, resolve discrepancies, and process them internally for payment approval.

• Account Reconciliation: Run, review, and maintain statements of account with various suppliers to ensure records remain accurate and up to date.

• Dispute Resolution: Proactively query, track, and dispute incorrect charges or billing errors with utility providers, authorities, and vendors.

Executive Personal Assistance & Bookings

• Personal Matters: Assist leadership with personal tasks, family logistics, and household vendor management.

• Travel & Reservations: Make bookings, schedule appointments, and coordinate travel or accommodation logistics.

Key Skills and Requirements

Technical & Physical Requirements

• Digital & Math Literacy: Strong proficiency with basic spreadsheet tracking (Google Sheets/Excel) for managing quotes and statement reconciliations, alongside standard communication tools (WhatsApp/Email).

• Licensing & Clean Record: Must possess a valid, clean driver’s license to operate the provided company vehicle.

• Physical Agility: Ability to handle light physical tasks.

Highly Favourable Skills (Preferred)

• IT & Network Knowledge: Comfort with computers, basic Wi-Fi/network troubleshooting, router resets, printer configurations, and resolving minor office tech glitches.

• Building Maintenance Understanding: Practical knowledge of basic building upkeep to efficiently manage repairs.

Soft Skills & Behavioral Traits

• Practical Problem-Solving: A clear will to tackle day-to-day challenges with energy, focusing on realistic, viable, and practical solutions when unexpected issues or roadblocks pop up.

• Resourcefulness: An innate "figure-it-out" mindset; someone who naturally researches alternative options and resolves tasks efficiently without requiring constant supervision.

• High Discretion: Absolute trustworthiness and professional integrity when handling sensitive personal information, security keys, and company payment methods.

• Communication & Persistence: Confident, polite, and persistent when negotiating with suppliers or navigating bureaucratic processes at municipal offices.

• Adaptability: Enjoys a workday that changes constantly; able to fluidly pivot from quiet desk admin to handling an immediate maintenance or logistical task on the road.

What We Offer

• Permanent employment opportunity.

• Exposure to a broad and varied operational environment.

• Opportunity to grow and develop within the business.

• Company vehicle provided for work-related duties and errands.

Interested?

If you are an organised, energetic and proactive individual who enjoys variety in your work and takes pride in solving problems, we would like to hear from you.