Management Assistant

Description

Position Summary: A Management Assistant providing comprehensive administrative, operational, and documentation support for gas compression and petroleum services projects. Key Highlights: 1. Key support in the energy / Oil & Gas sector 2. End-to-end project and operations management 3. Coordination with clients, suppliers, and multidisciplinary teams **Job Profile: Management Assistant (Oil & Gas Sector)** **1. General Information** * **Position:** Management Assistant * **Department:** Executive Management / Operations Management / Commercial * **Reports To:** Operations Manager / Deputy Operations Manager * **Location:** Office / Operational base (with field interaction) **2. Position Objective** To provide comprehensive support to management in coordinating administrative, operational, and documentation activities for gas compression and petroleum services projects, ensuring efficient information control, contract tracking, service order monitoring, and communication with energy sector clients and suppliers. **3. Functions and Responsibilities Administrative and Executive** * Manage management’s schedule (meetings with clients, suppliers, and operational staff). * Prepare meeting minutes, executive reports, and presentations. * Handle formal correspondence (official letters, emails, requests). **Operational (Oil & Gas)** * Track **service orders**, contracts, and estimates. * Coordinate information among **operations, maintenance, and HSE** departments. * Support project documentation control (daily reports, evidence, logs). * Consolidate team performance reports. * Track requirements for spare parts, services, and logistics. **Client and Supplier Relations** * Maintain communication with energy sector clients. * Channel requests and track contractual requirements. * Coordinate with equipment and service suppliers. **Control and Monitoring** * Monitor completion of management’s tasks and commitments. * Support internal and external audits (documentation control). * Track operational and administrative KPIs. **4. Candidate Profile Education** * Bachelor’s degree in Business Administration, Industrial Engineering, Business Management, or related field. **Experience** * 2–5 years in similar roles, preferably within the **energy sector / oil & gas**. * Experience handling contractual and operational documentation. **Technical Knowledge** * Oil & gas sector processes (gas compression preferred). * Service order and estimate tracking. * Microsoft Office suite (intermediate–advanced Excel). * Document management and auditing. * Basic knowledge of regulations (industrial safety, HSE). **5. Skills** * High level of organization and document control. * Effective communication with technical and administrative personnel. * Proactivity and follow-up capability. * Discretion in handling sensitive information. * Ability to work under pressure and in dynamic environments. * Results-oriented mindset. **6. Key Competencies** * Planning and follow-up. * Customer orientation. * Multidisciplinary teamwork. * Adaptability to field operations. * Problem-solving. **7. Performance Indicators (KPIs)** * Service order tracking compliance (%). * Client request response time. * Documentation accuracy and control (zero critical errors). * Management schedule adherence. * Internal/external client satisfaction level. * Effective audit support (zero attributable non-conformities). **8. Working Conditions** * Hybrid work: office + field interaction. * Flexible working hours. * Possible visits to operational facilities (ECOs, stations, plants). * Handling of confidential information. **9. Added Value of This Role in Oil & Gas** This role is critical for: * Maintaining documentation control for audits (highly critical in this sector). * Facilitating communication between field operations and management. * Ensuring contractual compliance with strategic clients. Employment type: Full-time Salary: $9,500.00 – $12,000.00 per month Workplace: On-site employment